Executive Assistant Jobs

Position Summary

The selected candidate will provide direct support to the President and have excellent project management, administrative skills, and experience in coordinating the work of an executive level leader in a complex organization. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Initiative, judgment, independent decision-making and constituent service skills are required.

The internationally recognized Illinois Mathematics and Science Academy® (IMSA) develops creative, ethical leaders in science, technology, engineering, and mathematics. As a teaching and learning laboratory created by the State of Illinois, IMSA enrolls academically talented Illinois students (grades 10-12) in its advanced, residential college preparatory program. It also serves thousands of educators and students in Illinois and beyond through innovative instructional programs that foster imagination and inquiry (www.imsa.edu).

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse, and inclusive teaching and learning environment. Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential and execute our mission to advance the human condition.

This Equity and Excellence Model is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

This position will support IMSA's Equity and Excellence Model by ensuring the delivery of quality, equitable, and inclusive support while promoting and maintaining an inclusive work environment and culture that embraces the diversity of people and perspectives collaborating at IMSA to ignite and nurture creative, ethical, scientific minds that advance the human condition.

Essential Duties And Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Follow State of Illinois and IMSA procurement policies and procedures to procure goods and services on behalf of the President.
• Process and respond/route all mail and email and prioritize as appropriate.
• Coordinate, schedule and organize complex activities by orchestrating the schedule and calendar of the President and Chief Public Affairs and Development Officer.
• Arrange and handle all logistics for Board meetings and events schedule meetings; develop, compile, and distribute presentation materials; assist the President and Board Secretary in preparing for executive committee, as well as, regular meetings of the Board of Trustees, including preparing agendas; attend all meetings of the Board of Trustees, including Executive Committee meetings; engage Board members regularly to support their involvement with IMSA’s needs and direction;and as necessary, assist the Board Secretary in ensuring good Board governance, including the recording and final preparation of meeting minutes.
• Design and produce complex documents, reports, and presentations;
• Make travel arrangements and prepare itineraries.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect the President's style and organization policy.
• Assist the President in working with lobbyists, engaging with legislators, and hosting visitors.
• Establish and confirm all appointments and prepare meeting materials, meeting rooms and follow-up for participants.
• Act as a liaison and provide support to the Board of Trustees, preferably as Board Secretary.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Other duties as assigned.
• Handle confidential and non-routine information.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature.
• Establish professional relationships with major constituencies and their Boards.
• Collect and prepare information for meetings with staff and outside parties;
• Manage/assist with special projects;
• Complete a broad variety of administrative tasks that facilitate the President’s ability to effectively lead the organization, including
• Compose and prepare correspondence;
• Maintain the office budget and process the necessary budget-related paperwork

Minimum Qualifications

• Ability to independently make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Bachelor’s degree and seven years of related work experience, or an equivalent combination of education and experience.
• Ability to react independently with appropriate levels of urgency to situations and events that require quick response or turnaround.
• A high level of interpersonal skills, integrity and discretion in handling sensitive and confidential information.
• Ability to interact and communicate with individuals at all levels of the organization and from diverse backgrounds.
• Ability to work irregular schedules, including periodic evening and/or weekend hours.
• Extensive knowledge and expertise of a variety of computer software applications in word processing, spreadsheets, database and presentation software (Microsoft Office Suite).
• Excellent organizational and coordination skills with the ability to prioritize and manage projects and consistently meet deadlines.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Adhere to regulatory, departmental and company policies in an ethical manner.
• Experience with executive-level leaders, such as Presidents, Executive Vice-Presidents, and/or other C-Suite level leaders.
• Professional, energetic, and the ability to take initiative with demonstrated poise, tact, and diplomacy.
• Success in working with senior executives and/or boards of businesses, government agencies and not-for-profit organizations.

Preferred Qualifications

• Experience working with government agencies.
• Experience with web-based systems for publishing and revising Board materials, such as BoardDocs.
• Experience working in educational institutions.
• Experience working with Boards Trustees/Directors.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This role generally requires mobility, written and verbal communication, hearing and visual capabilities. However, reasonable accommodations, including assistive technology, may be made to enable qualified individuals with disabilities to perform such requirements

COMPENSATION

This is a full-time, exempt, employment-at-will position. Salary no less than $53,467.61. IMSA offers an excellent comprehensive benefits package, including health and retirement benefits. The State Universities Retirement System (SURS) is reciprocal with other Illinois public retirement systems such as the Teachers’ Retirement System of Illinois (TRS) and the Illinois Municipal Retirement Fund (IMRF).

To continue moving diversity, equity and inclusion forward, IMSA seeks to recruit, support, and retain diverse, talented individuals who are culturally competent, equity- minded, and constituent–centered. IMSA provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws