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Oakton College · 6 days ago

Advancement Executive Assistant and Foundation Board Professional

Des Plaines, IL

Part-time

Hybrid

Senior Level

$29.87/hr - $29.87/hr

5+ years exp

Oakton College is seeking an Advancement Executive Assistant and Foundation Board Professional to provide high-level administrative and strategic support to the Executive Director of the Educational Foundation and Chief Advancement Officer. The role involves coordinating day-to-day operations, managing complex calendars, and serving as the key liaison to the Foundation's Board of Directors.

Higher Education

Responsibilities

Provide direct administrative support to the Executive Director/Chief Advancement Officer (ED/CAO), including scheduling meetings, coordinating logistics, confirmations, materials, and ongoing appointment and calendar management, using discretion and judgment in rescheduling such appointments

Prepare correspondence covering a wide range of subjects and under a great variety of circumstances for ED/CAO or own signature. This includes composing and/or editing, typing and proofing the correspondence

Receive visitors, answer telephones, review inquiries and represent the ED/CAO to students, employees, donors, public officials and citizens, exercising discretion in obtaining and providing factual and confidential information

Assist with timely review and approval for check requests and disbursements, invoices, travel requests and arrangements, expense reports, and the like

Coordinate logistics and compile meeting materials for the ED/CAO's team meetings and external engagements

Build and maintain invitation lists and RSVP management for institutional events in collaboration with the President's Office

Support the ED/CAO with call reporting and other information updates in the Foundation's constituent relationship management system

Serve as a trusted partner in managing sensitive and confidential information

Serve as the primary liaison to the Foundation Board of Directors, supporting the governance, operations, and engagement of the Board

Maintain Board member information dashboard and portal with critical information related to nominations, member approval, matrix, member terms, and official printed and electronic listings, according board governance best practices

Develop and maintain the annual Foundation Board calendar, including Board meetings, events, and committee schedules. Ensure appropriate events appear in the Foundation Board's information portal

Support the preparation and distribution of Board meeting materials

Coordinate, inform and distribute the weekly message to Foundation Directors, informing and updating them on college and foundation activities

Support new board member onboarding, board mentors, and ongoing engagement initiatives

Manage logistics related to Foundation Board meetings and gatherings including the quarterly board meeting, retreats, social, and annual joint meeting with the Board of Trustees

Maintain official records of the Foundation, including bylaws, board policies, and committee charters

Manage and organize key Advancement-related files and documents, ensuring efficiency and accuracy

Assist with Advancement-wide communications, events, and special projects, as needed

Collaborate with team members across the Foundation, Marketing, and Communications and External Relations to support cross-functional initiatives

Perform other job-related duties as assigned

Qualification

Executive-level administrative supportBoard liaison experienceConstituent relationship managementProject management skillsMicrosoft Office SuiteGoogle Suite ToolsInterpersonal skillsProfessionalismDiscretionJudgmentAttention to detailTeamwork

Required

Associate's degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired is necessary

Minimum of 5 years of experience providing executive-level administrative support; experience in nonprofit or higher education setting a plus

Prior experience working with a board of directors, preferably in a board liaison or board professional capacity

Demonstrated ability to anticipate and initiate action to be taken in all routine procedures for the ED/CAO

Strong organizational and project management skills with keen attention to detail

Exceptional interpersonal and communication skills (written and verbal). Ability to persuade, explain procedures and interpret policies is required

High degree of professionalism, discretion, and judgment

Ability to manage multiple priorities, meet deadlines, and work effectively both independently and in a team environment

Experience with constituent relationships management (CRM) systems to enter, update, and retrieve information

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, etc), Google Suite Tools (Docs, Sheets, Forms, Slides, etc), calendar and video conferencing tools, board management platforms (e.g., BoardEffect, BoardBook), and Constant Contact