executive assistant Chicago, IL

DePaul University

Full Time Chicago, IL 79908 - 57481 USD ANNUAL Today

Job description

The Highlights:

Serving the largest college in the university with approximately 40 individual units and 315 full-time employees, the Dean's Executive Assistant provides comprehensive administrative and executive support to the Dean of the College of Liberal Arts & Social Sciences (LAS), drafting numerous and varied correspondence and documents, both under his signature and independently, maintaining his calendar and various schedules for Dean's Office processes, and planning numerous events and meetings for the Dean and the college. This position will manage a diverse range of complex and highly confidential tasks on behalf of the Dean, and will develop strategic communications on behalf of both the Dean and LAS.

What You'll Do:

Independently compose, edit, organize, and manage a wide variety of material for the Dean's signature, e.g., letters of support, award letters, commencement speaker invitations, annual reports, discipline-specific promotional materials, etc.
Manage and maintain the Dean’s daily schedule and calendar and interact with senior level administration on the Dean's behalf both at his direction and independently.
Organize and plan all major college meetings/events, e.g., monthly LASAC meetings, quarterly college-wide meetings, promotion and tenure hearings, college retreats, etc., sending appointments, booking venues, planning and ordering catering, taking minutes, monitoring zoom chats, and serving as office manager, etc.
Develop and execute strategic communications plans for the college; draft announcements and newsletters, submitting materials to Newsline, MarCom and others; solicit news and announcements from LAS departments, placing and promoting them strategically within the university; facilitate transfer of faculty and staff information to Experts Guide, ensuring that LAS is well represented
Acts as the liaison between Facilities Operations and the college in the case of emergencies, communicating information to departments as needed; manages the Facilities Access Management Tool for the Dean's Office and college.
The position does not have any direct reports. This person will make decisions about the Dean's schedule and communications both independently and in consultation with the Dean. The person in the position confers regularly with Chief of Staff/Executive Assistant Dean to establish priorities and determine next steps, and makes operational decisions in consultation with other key members of the Dean's executive team. The person in this position will make decisions about college-level communications both independently and in consultation with other members of the Dean's executive team.

What You'll Need:

Bachelors degree required, Masters preferred.
5-7 years of progressively responsible experience working as a project manager, program coordinator, or executive assistant (or comparable) position.
The person in this role must have exceptional writing, editing proofreading and speaking skills; be extraordinarily organized and able to work effectively in a team, juggling multiple and varied tasks simultaneously; exhibit rigorous adherence to deadlines and timelines; take appropriate initiative within the parameters of the position; pay meticulous attention to detail; be committed to high performance and dedicated to ensuring that the college is presented to internal and external constituents in the most professional light; have extraordinary diplomatic skills and be a resourceful and accomplished problem-solver; have the demonstrated ability to make responsible decisions and act with discretion; have the ability to manage multiple tasks simultaneously and to prioritize workflow; be familiar with an academic environment and extremely detail oriented.

Some work in the evening-events and meetings-may be necessary.

Perks:

Working for a stable and well-known University that values diversity and inclusion.
Top choice medical, dental, and vision benefits.
Retirement plan matching contribution of 10%.
Tuition waivers for employees and dependents.
Generous paid time off, sick time, holidays, floating holidays, and more!
Full-Time Benefits

For consideration, please include a resume and cover letter.

Diversity and Inclusion Statement:
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check:

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

Mandated Reporting of Child Abuse & Neglect:

Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:

Illinois Department of Children & Family Services (DCFS)
Illinois Abused and Neglected Child Reporting Act

DePaul University is an Equal Opportunity / Affirmative Action employer . All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.

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