Senior Executive Assistant to the President/Special Assistant to the Board of Trustees
About Oakton Community College :
For over 50 years, Oakton Community College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.
Paid winter break
FRIDAYS OFF during the summer
Basic Functions and Responsibility:
The Senior Executive Assistant supports the President directly and manages the President's Office in addition to supporting the Board of Trustees. This position provides highly skilled clerical, operational, and technical support to the President and Board with a focus on customer service in order to fulfill the College's mission and goals. This position demonstrates clear evidence of sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of community college students, staff, and the community at large.
Characteristic Duties and Responsibilities:
- Plans, performs, and leads the technical, clerical, and
procedural work of the Office, including work of a highly
confidential nature, involving the use of considerable independent
judgment and an understanding of institutional functions and
- Oversees the Budget for the President and the Board of
Trustees. Supports the development and monitoring of budgets
including billings and payments.
- Supports the President by serving as a Special Assistant to the
Board of Trustees. This includes scheduling, preparing, and
overseeing the assembling and distribution of Board of Trustees
agenda and related backup materials, both in hard copy and
electronic form, and proper notice/posting of the
- Attends meetings (including committee meetings) of the Board of Trustees, and records, organizes and prepares minutes of the meetings in a timely manner.
- Prepares for and may attend meetings of the President and
President's Council, including but not limited to scheduling,
report preparation, facilities set up and agenda and minute
preparation and distribution.
- Maintains and leads files and records related to the operations
of the office, including library of recordings of Board of Trustee
meetings, and other records.
- Screens, receives telephone calls and mail, and assists
visitors for the President's office and the Board of Trustees,
provides information based on knowledge, and interpretation of
policies and procedures when necessary, and delegates when
- Schedules and arranges meetings, conferences and makes travel
arrangements for the President and members of the Board of
- Prepares, produces, and distributes materials and reports,
districtwide, related to programs and specialties under the
jurisdiction of the office.
- Composes correspondence, as well as preparing necessary
spreadsheets and other reports as directed, for diverse audiences
including but not limited to state, federal and regional agencies,
partnership officials, college and district officials, community
members and constituency groups.
- Keeps files and records and supports programs, procedures and
projects undertaken by the President's office.
- Works directly and interfaces with elected bodies, governing
agencies and other outside entities with diplomacy and tact and is
responsive to the needs of the office and its interrelationships
with outside parties.
- Develops and posts materials, agendas, reports and other office
documents into electronic formats and processes agendas, reports
and materials according to office protocol and
- Provides and leads support services to the Board of Trustees
- Provides and reviews work and gives lead direction to
confidential positions in the Department, other department staff on
office protocols, requirements and standards.
- Maintains a friendly, supportive atmosphere for students, staff, faculty, and the public.
- Performs other duties, related to the position, as assigned.
- Bachelor's degree from an accredited institution in business or
related field, or an equivalent combination of education and
experience from which comparable knowledge and abilities can be
acquired is required.
- Five years of experience working in a senior, confidential
level, secretarial position, working for executive level
administrators of a large multi-unit organization is required.
Three years of working in support of a public agency governing
board (inclusive of development of agendas, reports, and minutes)
- Advanced organization, prioritization, and project management
- Advanced Microsoft Office suite skills required including
documents, spreadsheets, and presentations. Advanced Google suite
- Ability to use all modern office equipment including, but not
limited to, computers, tablets, scanners, copiers, fax machines,
and telephone. Typing at a speed of not less than 50 net words per
- Previous Enterprise Resource Planning (ERP) database experience
required with the ability to search for and retrieve information.
Experience with Banner or another education specific ERP
- Ability to learn and adapt to changing college needs while
maintaining up to date skills.
- Ability to interact professionally, confidentially, and
courteously with a wide range of constituents from diverse
backgrounds including the Board, college Administration,
faculty/staff, students, government, and the general
- Ability to interpret and explain policies and
- Active Notary Public Commission or ability to acquire and maintain in good standing is required.
- Some evening and weekend work is required.
- General office environment. Little or no exposure to adverse working conditions.
Administrative supervision is received from the President.
Functional supervision is exercised over Department Administrative Assistants, Short-term employee(s), and/or Work Study student(s).
HOURS: Monday-Friday 8:15 am - 5:00 pm
For further details, visit our website at www.oakton.edu and select the Employment link to view Employment Opportunities.
Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application. One (1) of the references must be your most recent, direct supervisor.
Oakton Community College is an equal opportunity, affirmative action institution, committed to employing competent, qualified individuals. Oakton Community College does not discriminate on the basis of race, color, creed, religion, national origin, disability, age, marital status, military status, socioeconomic status, sex or gender, gender identity, or sexual orientation in admission to and participation in its educational programs, college activities and services, or in its employment practices.
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