Executive Office Support Liaison

EXECUTIVE OFFICE SUPPORT LIAISON

MALCOLM X COLLEGE

Malcolm X College is currently seeking an Executive Office Support Liaison. The Executive Office Support Liaison performs responsible administrative support of a confidential and sensitive nature for executive-level administrators, including but not limited to an Officer of the District (OD), college President, or Vice-President.

Working in a fast-paced, highly energized work environment, the position provides executive-level assistance to an Executive/OD by performing administrative duties and handling sensitive information with a high level of confidentiality and integrity. The Executive Office Support Liaison interacts with administrators, staff, community representatives, public officials, and other individuals with a high level of professionalism. Performs related duties as required.

The President's primary responsibility is to provide the vision for the College and continuous leadership and direction for the planning and operation of all aspects of the College's programs and services in conformity with City Colleges of Chicago Board policies, ICCB and IBHE rules and regulations, and State law. The Office of the President is also responsible for developing, maintaining, and evaluating the academic programs and student services of the College and creating a climate that enhances student learning, stimulates creative approaches to teaching and learning, and motivates both staff and students to optimum achievement through reinvention.

The mission of Malcolm X College is to provide accessible liberal arts and health-focused education that fosters personal and professional achievement. To fulfill this mission, we focus on the following core values: accountability, community, diversity, empowerment, learning, and respect.

ESSENTIAL DUTIES

• Provides responsible administrative support and performs office manager functions as directed for the Office of an Executive/OD. Acts as backup for the Executive Office Manager as directed.
• Provides front desk coverage in the Office of an Executive/OD. Responds to inquiries and requests for information from visitors and directs to appropriate personnel.
• Responds to inquiries received either in-person, by phone, or by email. Exercises discretion and good judgment in responding and problem-solving. Consults with appropriate staff as needed.
• Greets and announces visitors arriving at the Office of the Executive/OD for scheduled meetings or appointments.
• Answers and directs telephone calls, provides general information, takes messages, and routes callers to appropriate staff. Retrieves messages left on voice mail and directs to proper staff.
• Assists in managing supervisor’s calendar as needed; schedules meetings and events; and informs supervisor of daily appointment schedule and commitments.
• Prepares and types correspondence for internal and external constituents; copies and distributes documents; maintains spreadsheets and databases. Maintains confidential files, records, and other sensitive information.
• Provides planning and coordinator support for meetings and events including, but not limited to, executive tours, stakeholder visits, faculty/staff appreciation receptions. Schedules rooms, arranges for audio and visual technical support, prepares and distributes materials, orders food/beverages; and tracks attendance.
• Handles incoming and outgoing office mail; opens mail and directs to appropriate staff; and processes outgoing mail. Receives and logs incoming signature requests while keeping an accurate filing system of returned items.
• Performs basic research, compiles data from various sources, and prepares summary reports as requested.
• Requests and relays information to college administrators and staff as directed.
• Prepares purchase requisitions to order supplies and equipment. Reviews invoices and purchase orders for correct charges and verifies delivery of ordered items.
• May contribute to the preparation of information and documents for use in collective bargaining agreement negotiations and other labor relations matters.
• May serve on committees as assigned.
• May maintain and update business reports to include procurement and requisition reports; budgets and cost reports; event expense reports; and other management reports.
• Manages or assists with special projects as needed.
• Performs related duties as required.

QUALIFICATIONS

• Associate’s degree from an accredited college. Bachelor’s degree or higher preferred
• Three years of experience in an administrative support capacity
• Previous experience supporting executive functions strongly preferred
• A combination of education and experience may be taken into consideration provided the minimum degree requirement is met
• Must be proficient in the use of Outlook and Microsoft Office (Word, Excel, PowerPoint)
• Knowledge of general office procedures and practices
• Excellent interpersonal, written and verbal communication skills
• Ability to compose correspondence
• Strong organizational and time management skills
• Evidence of excellent customer service skills
• Ability to communicate clearly and interact with others respectfully
• Ability to exercise discretion and good judgement
• Ability to work within a culturally diverse environment
• Ability to work independently and meet deadlines while pro-actively managing multiple tasks and changing priorities
• English and Spanish bilingual preferred