Executive Administrative Coordinator to Executive Vice President and Chief of Staff

Executive Administrative Coordinator to the Executive Vice President and Chief of Staff

Full‑time Support Staff. Sugar Grove Campus. Hybrid Option:
Yes.

Join our dynamic team at Waubonsee Community College, where your career can flourish. We are committed to being an exceptional employer, offering a comprehensive benefits package with generous time off, low‑cost medical, dental, and vision plans, and a secure pension plan through SURS. You'll also enjoy 14 paid holidays, including winter and Thanksgiving breaks. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students.

Your future starts here – join us today!

Waubonsee Community College is committed to hiring and retaining exceptional faculty and staff who are committed to the college’s culture of collaboration, professional growth and student success.

The Executive Administrative Coordinator provides high‑level, day‑to‑day, administrative and logistical support to the Executive Vice President and Chief of Staff (EVP/CoS), helping ensure the seamless operation of the Office of the President (OOTP). This role requires a high level of discretion, keen attention to detail, high emotional intelligence, strong problem‑solving abilities, initiative, excellent organizational and communication skills, relationship‑building skills, and the capacity to exercise sound independent judgment.

The Executive Administrative Coordinator manages complex calendars, prepares materials for meetings and events, organizes events on behalf of the OOTP, and maintains critical departmental systems. As a key partner to the EVP/CoS, this role contributes to operational efficiency by anticipating needs and executing priorities with professionalism, accuracy, and in a timely manner.

• Serve as the primary administrative support to the Executive Vice President and Chief of Staff.
• Perform highly responsible and complex administrative work, exercising independent judgment.
• Strategically manage a complex calendar, scheduling internal and external meetings with a wide range of stakeholders including students, faculty, staff, elected officials, national organizations, and community partners.
• Coordinate travel arrangements, itineraries, travel expense reports, p‑card reconciliation, and associated logistics aligned with institutional events and responsibilities.
• Track key dates, legislative engagements, deliverables, and institutional deadlines for the Executive Vice President and Chief of Staff and the Office of the President, including awards and conference presentation proposals as identified at the institutional level.
• Support the planning and logistics for events led by the Executive Vice President and the Office of the President.
• Provide back‑up support to the Executive Administrator Coordinator to the President as needed or requested.
• Prepare and submit requisitions, purchase orders, and other departmental paperwork in accordance with college procedures as needed or requested.
• Assist with preparation of materials for board meetings, institutional and committee meetings.

• Draft and format ad hoc internal and external communications, talking points, reports, and presentation materials with a high level of accuracy and professionalism, as needed or requested.
• Prepare and distribute agendas, materials, follow‑up notes and action items for departmental and cross‑functional institutional meetings, as needed or requested.
• Proofread and review documents to ensure clarity, accuracy, and tone appropriate to the Office of the President.
• Answer and monitor calls for the Executive Vice President and Chief of Staff.
• Assist the Executive Vice President and Chief of Staff with monitoring and organizing email to ensure appropriate responses and actions have been met, including replying to, and sending, emails on behalf of the Executive Vice President and Chief of Staff as necessary or as requested.
• Serve as liaison with the offices and staff that report to the Executive Vice President and Chief of Staff to maintain linkages between the staff of the unit with that…