Executive Assistant, President's Office na Kankakee Community College, IL

About the Department

Serves as the Executive Assistant to the President of the College and Board of Trustees.

Position Duties

A. Serves as Executive Assistant to the President of the College and Board of Trustees with little supervision and exercises discretion and independent judgment in interpreting college policies, procedures, and practices. 

B. Performs essential customer service duties; represents the President’s office when answering telephones and greeting visitors; organizes and attends meetings and coordinates room reservations and catering; disseminates department or institution information.

C. Prepares correspondence independently from a wide range of subjects for the President’s, or own signature; initiates large mailings. Serves as Notary Public.

D. Establishes and maintains effective and comprehensive record systems and web pages relevant to the office of the President and the Board of Trustees.

E. Takes and transcribes dictation, and minutes of meetings, including, but not limited to, Board of Trustees, President’s Cabinet, committees, and testimony at hearings.

F. Assists with developing a budget and gathers information for supervisor decision making; orders supplies and capital items as needed.

G. Acts as college’s local election official; advises potential Board of Trustee candidates; initiates and files time-sensitive election documents; maintains communication with county officials regarding candidate paperwork and election results.

H. Acts as liaison between the Kankakee County Clerk’s Office and the Board of Trustees and college employees to ensure timely filing of annual Statements of Economic Interest.

I. Acts as the recorder for the Board of Trustees; organizes and attends Board of Trustees’ meetings; assembles and provides meeting materials to President, Trustees, and other administrators; records open and closed sessions of Board of Trustees’ meetings.

J. Maintains the Board of Trustees’ policy manual and ensures adherence to open meetings act.

K. Plans, organizes, and attends events pertaining to the President, Board of Trustees, and KCC Foundation. Maintains Trustees’ caps and gowns and assists them at commencement.

L. Assists Trustees with travel arrangements and registration for meetings, conferences and events.

M. Compiles and arranges final layout of monthly board material for assembly and disseminates to Trustees and staff.

N. Upon completion of FOIA training, will serve as back-up to the FOIA officer, when the FOIA officer is absent.

Minimum Qualifications

A. Associate’s Degree/Vocational school certificate in a professional, specialized, trades or general field required; Bachelor’s degree with knowledge of specialized principles or techniques normally obtained through a four-year college/university academic program or an equivalent in-depth specialized training directly related to the type of work being performed is preferred.

B. A minimum of five years of related work experience required.

C. Computer experience using Microsoft Office or comparable applications required.  Able to use the telephone, voicemail, and email; able to manage files and perform basic functions with the current operating system; able to create, format, edit documents and spreadsheets; able to merge documents; able to create and use labels with envelopes; able to create, format; able to create data bases; able to download data bases into applications to create reports; able to create queries and extricate information for reporting.

D. Excellent oral and written communication skills required.

E. Demonstrated proficiency in English required.

F. Ability to communicate in other languages desirable.

G. Excellent customer service skills, interpersonal skills, and conflict resolution skills required.

Other Qualifications

Hiring range:  $28.53/hr. min - $32.82/hr./1st quartile - $37.10/hr. mid.