"Advancement Executive Assistant and Foundation Board Professional - Oakton College"

Basic Function and Responsibility:

The Executive Assistant and Board Professional provides high-level administrative and strategic support to the Executive Director of the Educational Foundation and Chief Advancement Officer of the College. This individual plays a critical role in coordinating day-to-day operations, managing complex calendars and communications, and serving as the key liaison to the Foundation's Board of Directors. The role requires exceptional organizational, interpersonal, and communication skills, and the ability to work proactively, confidentially, and independently in a fast-paced environment.

Characteristic Duties and Responsibilities:

Executive Support

• 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.

Board Professional Duties

• 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.

Administrative and Operational Support

• 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.

Supervision Received:

Administrative supervision is received from the Chief Advancement Officer and Executive Director of the Educational Foundation.

Supervision Exercised:

Functional supervision may be exercised over clerical support staff and student employees.

Job Requirements:

Qualifications and Working Conditions:

Education and Experience:

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

Skills and Competencies:

• 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. Experience with Raisers Edge preferred.
• 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.

Work Environment and Physical Demands

• May require occasional evening or early morning work to support Foundation Board or Advancement events and meetings.
• Position performs work primarily onsite, with limited remote work flexibility depending on event schedules and organizational needs.
• Light lifting up to 10 lbs. and light carrying up to 10 lbs. Ability to reach above shoulder. Periods of time spent sitting, standing, walking, kneeling, bending, and stooping. Mobility to move from building to building on-campus and to visit off-campus entities. Work is performed in a general office environment and sedentary in nature. Little or no exposure to adverse working conditions.

Additional Information:

HOURS: Monday - Friday 8:15 am - 5:00 pm May require occasional evening or early morning work to support Foundation Board or Advancement events and meetings.

SALARY: The hourly salary of this position is $29.87 which equates to $60,189 annualized based on Oakton's summer hours schedule.

Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.

For information regarding employment eligibility, please visit our employment at Oakton web page.

Equal Opportunity Employer