Executive Office Manager

JOB SUMMARY

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.

ESSENTIAL DUTIES

• 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 relations matters.
  
  
• 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 appropriate.
  
  

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 set-up.
  
  
• 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 recommendations.
  
  
• Represents and attends meeting for supervisor as directed. Serves on committees and as a liaison on projects as assigned by supervisor.
  
  
• Supervises office support staff and work study students; trains staff on office workflow procedures and processes.
  
  

REPORTING RELATIONSHIPS

Report to: Executive level manager; Officer of the District

Direct Supervision: Office Support Staff

QUALIFICATIONS

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 role.
  
  
• 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, PowerPoint)
  
  

Executive Office Manager

The following generally describes the Knowledge, Skills and Abilities required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties

Knowledge, Skills and Ability

• Considerable knowledge of computer software including word processing, spreadsheets, database management, and desktop publishing.
  
  
• Knowledge of proper use of English language in writing and grammar rules
  
  
• Knowledge of office management and administrative processes and procedure.
  
  
• 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 environment
  
  
• Ability to exercise discretion and diplomacy in working with different levels of staff
  
  
• Ability to work independently and with a high degree of professionalism
  
  

Working Conditions

• General office environment
  
  

Equipment

• Standard office equipment
  
  
• Computers and peripheral equipment
  
  

Physical Requirements

• Physical ability to operate a personal computer and related office equipment
  
  
• Requires use of computer screen for extended periods
  
  
• Occasional lifting of 10 to 20 lbs. (e.g. office supplies, materials)
  
  

Worker Characteristics

• Attention to Detail – Requires being careful about detail and thorough in completing work tasks
  
  
• Initiative – Demonstrate willingness to take on responsibilities and job challenges
  
  
• Innovation – Requires creativity and alternative thinking to develop new ideas for and answers to work-related problems
  
  
• Adaptability/Flexibility – Be open to change (positive or negative) and to considerable variety in the workplace
  
  

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!

TBD