Job Details

Executive Assistant, Public Relations & Communications (FT), CFRN50080PIPS

Position Number: 6387218
Location: Glen Ellyn, IL
Position Type: Executive Assistants

Executive Assistant, Public Relations & Communications (FT), CFRN50080PIPS

Executive Assistant, Public Relations & Communications (FT), CFRN50080PIPS
The College of DuPage is a comprehensive community college located 27 miles west of downtown Chicago, vitally connected to our local area for over 50 years. We prepare students for a lifelong passion for learning on our 273-acre campus which is home to nine associate degrees and a wide variety of professional and technical certificates. Many of these credentials prepare students to seamlessly articulate into the baccalaureate programs of our higher education partner institutions.

College of DuPage is committed to student success and values an inclusive and welcoming community environment. We are an equal opportunity employer committed to diversity in the workforce. Our connection to the larger metropolitan area is essential to our success and provides a wealth of diverse cultural and recreational opportunities.

Primary Duties and Responsibilities:
Provides administrative support to the Vice President of Public Relations, Communications and Marketing as well as the Director of the News Bureau and Community Engagement. This includes these areas and departments: Marketing and Creative Services, the News Bureau, Public Relations, Community Engagement, Internal Communications, Publications, Digital Media and Multimedia Services. Requires working independently, attention to detail, excellent problem-solving capabilities and the ability to communicate in complicated situations as well as work under tight deadlines and crisis communications situations. Must demonstrate initiative and assume responsibility for special projects. Position involves a great amount of confidentiality, knowledge of campus departmental processes and working closely with the Office of the President and other key internal and external stakeholders.

Coordinate and manage day-to-day operations and key projects, including scheduling, calendar management, meeting facilitation, and correspondence handling for the Vice President and leadership team.

Maintain confidentiality while handling sensitive information and supporting executive leadership.

Work independently, while paying close attention to detail as well as excellent problem-solving capabilities and the ability to communicate in complicated situations--particularly under deadline pressure.

Attend meetings alongside executives, capturing and distributing accurate, detailed meeting notes to support follow-up and strategic decision making.

Prepare professional memos, reports, agendas, and presentations for organizational initiatives. Oversee all executive communications to ensure clarity, accuracy, and professionalism.

Oversee comprehensive budget functions, including budget monitoring, invoicing, preparation, and handling the procurement card (pcard) requests, while ensuring guidelines to financial policies and procedures.

Review expenditures against budget, monitors and pays all invoices and keep all records for Marketing and Communications budget.

Facilitate the preparation and processing of contracts, inputting data into systems (e.g., ESM Contract System), and liaising with vendors to finalize agreements.

Coordinate internal and external meetings, including securing meeting spaces, arranging audiovisual equipment, ordering supplies, and organizing catering.

Plan and execute logistics for campus-wide events, including the distribution of promotional materials and coordination with Facilities for setup and breakdown.

Coordinate all travel logistics, including bookings, itineraries, and documentation. Oversee travel payments, ensuring policy compliance and prompt reimbursement.

Process and maintain work orders, petty cash, reserves meeting rooms for Marketing and Communications offices.

Assist with internal and external planning and execution of events during regular work hours and additional weekends and evenings as needed.

Conduct market research to identify trending promotional items that align with student and staff interests.

Solicit and evaluate quotes from vendors, place and manage orders, and ensure the timely delivery of goods and services.

Work with area Chambers of Commerce on billing and follow through of events.

Maintain well-organized digital and physical filing systems to ensure accessibility and efficiency.

Conduct regular expenditure reviews to support budget optimization and identify cost-saving opportunities.

Organize and facilitate annual budget planning meetings with key stakeholders.

Conduct market research to identify trending promotional items that align with student and staff interests.

Communicate with individuals outside the College, representing the College to students, the public, vendors and other external so

Qualifications:

Education
- Associate's degree or equivalent related years of experience required.

Experience
- Four (4) years as an executive-level administrative support including proficiency in Microsoft Office required.
- Excellent administrative skills, ability to synthesize meeting minutes, high degree of competency in organization and handling various situations required.
- Proven ability to manage multiple priorities and deadlines simultaneously including attention to detail and accuracy required.
- Must be self-motivated, have excellent communication skills, goal oriented and experience in handling confidential matters with appropriate confidentiality required.

Working Conditions:

PC or MAC, calculator, copier, telephone, scanner.

Involves attendance at planning meetings and assistance at College events and activities as assigned.

Can involve pre- and post-events assistance that involves lifting of boxes, crates and other materials as needed.

Walking throughout campus or driving to events off campus is required.

This position requires a background check and drug screen.

Hybrid Remote Eligible: Yes

Hiring Range:
10 Hourly/Starting salary beginning at $28.88/hourly, based on experience.

Competitive starting pay is dependent on education and experience. College of DuPage also offers a generous benefits plan which includes paid time off, tuition discounts for employees and dependents, medical, dental, vision effective the first day of employment, and retirement benefits in a collaborative and friendly environment.

College of DuPage is an equal opportunity employer. The College of DuPage is committed to recruiting and retaining high performing talent to our institution, continuing our tradition of excellence. We encourage all people across the broad spectrum of those communities we serve to explore and apply for positions at COD for which they believe they are qualified.

College of DuPage does not discriminate against individuals in employment opportunities, programs and/or activities on the basis of race, color, religion, gender, sexual orientation, age, national origin, ancestry, veterans' status, marital status, disability, military status, unfavorable discharge from military service, or on any other basis protected by law.

To apply, visit https://cod.csod.com/ux/ats/careersite/4/home/requisition/2587?c=cod