Executive Assistant

Executive Assistant _______________________________________________ About North Park Founded in 1891, North Park University is a Christian university affiliated with the Evangelical Covenant Church of over 3,200 students from around the country and the world. Located for over 125 years on the land of the Miami and Potawatomi tribes in what is today Chicago’s northside, NPU has recently been designated a Hispanic Serving Institution and is committed to serving diverse populations. Elevating North Park University’s core distinctives of Christian, city-centered, and intercultural, NPU values diversity among its Faculty and is committed to building a racially and culturally diverse intellectual community, and strongly encourages the nomination and candidacies of persons who are Black, Indigenous, and People of Color regardless of gender. North Park University is located in the Albany Park neighborhood of Chicago, one of the most ethnically diverse zip codes in the United States. It is nine miles from downtown Chicago. The North Park campus has often been referred to as an oasis in the heart of the city – a place where students from urban, rural, and suburban backgrounds alike can call home. And all of this within the major metropolitan backdrop of Chicago: one of the world’s largest and most diversified economies, renowned for its museums and music, and voted best large city in the U.S. for four years in a row by Condé Nast Traveler. Mission The mission of North Park University is to prepare students for lives of significance and service through education in the liberal arts, professional studies, and theology. Vision Building on our core institutional identity—Christian, city-centered, intercultural—our vision is to create a university of uncommon character and enduring excellence, where faith, learning, and service meet. Duties and Responsibilities Manage the president’s daily calendar and coordinate all necessary logistics for meetings with faculty, staff, students, parents, alumni and friends, senior team, Trustees, and affiliated individuals and organizations.   This includes scheduling in-person, virtual, and off-campus appointments as well as campus events, managing necessary travel arrangements and itineraries, and assisting with follow-up meetings and communications as appropriate.  Provide high-level administrative support to the president: prepare agendas, reports, correspondence, meeting minutes, executive summaries, etc.  Serve as Lead Event Manager for all events hosted by the Office of the President, including Winter and Spring Commencements, bi-annual Gathering Day events for faculty and staff, Convocation ceremonies, and stewardship events hosted by the President for faculty, staff, students, alumni, donors, Trustees, and others.  Manage all inbound and outbound communications of the Office of the President  Create first drafts of speeches and speaking notes.   Provide strong leadership in prioritizing and delegating responses as needed.   Exercise good judgement regarding the use of appropriate communication channels.   Provide overall support and maintain a highly organized and professional work environment for the Office of the President  Coordinate management of daily office operations  Welcome guests to the office. Maintain reception area for visitors.  Provide administrative support for the Board of Trustees:  Coordinate all aspects of full Board and committee meetings.  Manage administrative documentation, including preparation and distribution of materials and maintenance of historical documents.  Prepare, distribute, and maintain minutes and other records.  Coordinate scheduling and preparing materials for the annual New Trustee Orientation.  Oversee preparation and distribution of periodic communication pieces with Trustees and former Trustees.  Collaborate with additional departments and divisions as needed, including coordination with the Office of Advancement on the President’s fundraising responsibilities and initiatives.  Manage budget, expenses, and monthly reconciliations for Purchase Card transactions and invoices.  Provide support for the CFO/Vice President for Finance and Administration in the following areas:  Maintain proper records for insurance policies, city or county public way permits and licenses, and construction project invoices and lien waivers.  Coordinate responses to University inquiries as needed.  Reconcile purchase card transactions.  Assist with scheduling of unit budget meetings.  Provides supervision and management of Hawkinson House, the University-owned President’s residence.  Provides oversight of the ongoing maintenance of documents that are legally or functionally important to the operation of the University.  The North Park University Bylaws  The Board of Trustee Handbook.  The Board Policy Manual.  Other documents deemed necessary.  Assists the President in the performance of duties, including implementing special projects or other duties as assigned.   Understanding of, personal commitment to, and ability to articulate, the North Park   University mission and identity. This is not a hybrid or remote position.  Requirements Strong interpersonal and organizational skills.  Excellent written and oral communications skills. Prior speech writing experience is advantageous.  Demonstrable discernment, discretion, and polish; respect for confidentiality and sensitivity in handling all matters in the President’s Office.  Strong computer information system skills, including high level competence in Microsoft Office (especially Word, Excel, Outlook, and Power Point) and ability to learn other systems as necessary.  Experience organizing events and meetings.  Proven ability to work independently and to exercise sound judgment.  Must be able to follow complex instructions and meet deadlines in a fast-paced environment.  Proactive approach to problem solving.  A positive demeanor and an ability to relate to a broad range of individuals inside and outside the University.  Bachelor’s degree or equivalent experience is desirable.  A minimum of five years of related work experience, supporting C-Suite executive/s.   Experience in higher education preferred.  Ability to maintain regular office hours and occasionally work evenings and weekends.  Benefits Health Care Plan (Medical, Dental & Vision) Retirement Plan Life Insurance Paid Time Off (Vacation, Sick & Public Holidays) Family Leave (Maternity, Paternity) Short Term & Long Term Disability Training & Development