Executive Office Manager
Executive Office Manager
An Executive Office Manager performs a wide range of confidential, high level administrative and executive support tasks for executive level employees, including but not limited to an Officer of the District (“OD”). Performs duties in a manner that is consistent with the mission, strategic plan, and goals of City Colleges of Chicago. Demonstrates a strong professional demeanor, reliability and trustworthiness. Performs related duties as required.
- Manages the day-to-day operations of the office, coordinating
work activities with other support staff, organizing the workflow,
relieving the Executive/OD of administrative details and providing
an efficient and organized office environment.
- Supervises the development of processes and procedures to
maintain efficient office management and administrative systems
(e.g. filing systems and forms, payroll, telephones, office space,
and the ordering of office equipment and supplies).
- Handles privileged attorney/client and sensitive work-product
communications, including accessing and conveying privileged
communications to the Office of the General Counsel and identifying
privileged matters directed to an OD’s office.
- Contributes to the preparation of information and documents for
use in collective bargaining agreement negotiations and other labor
- Maintains the supervisor’s appointment calendar, schedules
appointments, and makes travel arrangements.
- Manages data and prepares reports using Excel spreadsheets and
other software including Access and PeopleSoft.
- Drafts and produces memoranda, correspondence and reports for
supervisor, and prepares PowerPoint presentations.
- Greets and screens visitors and all incoming calls for
supervisor. Provides information to individuals as
Executive Office Manager
- Maintains regular communication with an OD’s support team to
exchange information relating to developments within the
organization that impact on OD.
- Prioritizes, manages, consults on, and provides expert advice
on multiple projects and follows through on tasks in an efficient
and timely manner.
- Manages, tracks, and monitors budget allocations, the
preparation of purchase orders, vendor relations, and the status of
requisitions, contracts and orders. Ensures expenditures are within
the department’s budget.
- Assists with pre and post-employment activities including
maintaining interview schedules, new employee onboarding, equipment
and office space allotment and scheduling telephone and computer
- Organizes general meetings for an OD, providing administrative
support needed to contact and confirm meeting with individuals,
schedule meeting space, prepare agenda, take minutes and provide
appropriate meeting documents.
- Researches a variety of issues and evaluates various reports at
the request of supervisor, and provides summaries of findings and
- Represents and attends meeting for supervisor as directed.
Serves on committees and as a liaison on projects as assigned by
- Supervises office support staff and work study students; trains
staff on office workflow procedures and processes.
Report to: Executive level manager; Officer of the District
Direct Supervision: Office Support Staff
Education, Training and Experience
- Bachelor’s degree from an accredited college or university and
five years of business/office experience as an office manager,
secretary, administrative or executive assistant or a similar
- A combination of education and experience may be taken into
consideration based on the applicant’s credentials
- Must be computer proficient with knowledge of a variety of
software programs, including Microsoft Office (Excel, Word,
Knowledge, Skills and Ability
- Considerable knowledge of computer software including word
processing, spreadsheets, database management, and desktop
- Knowledge of proper use of English language in writing and
- Knowledge of office management and administrative processes and
- Excellent interpersonal and verbal communication skills
- Excellent business writing skills
- Excellent organizational skills
- Advanced computer skills
- Ability to work effectively within a culturally diverse work
- Ability to exercise discretion and diplomacy in working with
different levels of staff
- Ability to work independently and with a high degree of
- Physical ability to operate a personal computer and related
- Requires use of computer screen for extended periods
- Occasional lifting of 10 to 20 lbs. (e.g. office supplies,
WE OFFER: Excellent health and welfare benefit package and long term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.
Chicago residency is required for all full-time employees within 6 months of hire.
We are an equal opportunity and affirmative action employer. Thank you for your interest in City College of Chicago!
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