Executive Administrative Coordinator to President/Clerk of the Board

This position reports to the President and works closely with the Chief of Staff, who provides direction, establishes work priorities, and coordinates assignments in support of the President and the Office of the President. The Executive Administrative Coordinator provides direct, executive support to the President and serves as Clerk of the Board of Trustees.

The position exercises leadership in coordinating complex executive and Board operations, anticipating needs, resolving issues, leading assigned projects, and ensuring timely follow-through on presidential priorities. The EA demonstrates initiative, accountability, sound judgment, discretion, and the ability to lead through influence while managing highly confidential and sensitive matters.

This position is predominantly in-person and requires regular on-campus presence.

Responsibilities

Serve as Executive Administrative Coordinator to the President to include: •Preparation of correspondence and reports. •Preparation of conference/meeting travel and meeting materials. •Managing registration and travel reimbursement for conference/meeting attendance for the President. •Reconciliation of monthly credit card statements.

•Strategically manage the President’s complex calendar by evaluating meeting requests, aligning the schedule with institutional priorities, resolving competing demands, protecting time for priority work, anticipating preparation and travel needs, and communicating schedule changes to appropriate stakeholders. •Manage, monitor, and triage the President’s email under delegated authority; identify urgent or sensitive matters; maintain a follow-up system; and ensure timely resolution of outstanding correspondence.

•Anticipate the needs of the President, identify potential issues, independently initiate appropriate action within delegated authority, and present recommended solutions when escalation is required. •Develop meeting agendas in collaboration with the President and/or Chief of Staff. •Identify opportunities to streamline processes, reduce duplication, improve responsiveness, and strengthen service.

Serve as Clerk of the Board to include: •Attend all Board of Trustees meetings; accurately record Board actions; prepare official meeting minutes; and obtain required signatures for official College documents. •Participate in Board prep and lead the process of preparing the monthly electronic Board Book. •Manage the Board of Trustees digital portal, including managing the Board of Trustees web presence.

•Managing registration and travel reimbursement for conference/meeting attendance. •Reconciling monthly credit card statements. •Monitoring the Illinois Open Meetings Act, maintaining compliance, attending seminars as needed, and complete electronic training on an annual basis. •Managing the board document filing system and records retentions and recovery system.

•Managing the documentation of required training for Board of Trustees. •Provide cross training for the Clerk of the Board function. Indirectly reports to the Associate Chief of Staff and function as part of the Office of the President team providing backup for other team members. Perform other duties as assigned.