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City Colleges of Chicago · 1 week ago

Executive Office Manager

Chicago, IL

Full-time

Onsite

Mid, Senior Level

$56K/yr - $60K/yr

5+ years exp

City Colleges of Chicago is seeking an Executive Office Manager to provide high-level administrative support to executive level employees. The role involves managing office operations, supervising support staff, and handling sensitive communications while ensuring efficient office management.

AlumniCommunitiesE-LearningEducationHigher Education

Responsibilities

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

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

Qualification

Microsoft OfficeOffice managementAdministrative processesDatabase managementBusiness writingCultural diversityDiscretionDiplomacyInterpersonal skillsOrganizational skillsAttention to detailInitiativeAdaptability

Required

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)

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 procedures

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