Executive Administrative Coordinator to the Executive Vice President and Chief of Staff
Waubonsee Community College

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. Be part of a transformative institution, dedicated to making a positive impact in our community and the lives of our students. 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. Your future starts here - join us today!

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.

Responsibilities and Duties:

Executive Support and Logistics
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.

Communication and Coordination
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 of all other college offices and outside organizations utilizing written and oral communications.

Coordinate recurring meetings for internal policy development meetings, RISE 2030 meetings and ensure action items are completed.

Information and Document Management
Assist with developing and maintaining a departmental procedures manual to ensure consistent practices and onboarding documentation.

Collaboration and Coverage
Provide backup for the Executive Administrative Coordinator to the President/Clerk of the Board and other Office of the President Administrative Specialists as needed.

Serve as a collaborative member of the Office of the President, modeling professionalism, initiative, discretion, and a commitment to excellence.

Confidentiality and Professional Judgment
Manage highly sensitive institutional information with discretion, professionalism, and political acumen.

Exercise independent judgment in assessing risks, prioritizing issues, and escalating matters to executive leadership as appropriate.

Perform a variety of other job-related duties as assigned.

Minimum Qualifications

Associate degree required; Bachelor's degree preferred.

Minimum of 7-10 years of progressively responsible executive administrative experience, preferably in an executive office environment assisting an executive.

Excellent written, verbal, and interpersonal communication skills.

Demonstrated ability to manage multiple priorities with attention to detail and deadlines.

Experience with event planning.

High proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Professional demeanor with strong judgment, ability to work independently, confidentiality, and tact.

Demonstrated experience with taking initiative to keep projects moving.

Experience in a community college and/or institution of higher learning preferred.

Occasional overtime may be required depending on the needs of the department.

Occasionally may need to lift up to 30 pounds.

Ability to type 60 wpm.

Excellent time management skills.

Ability to work well with others and demonstrate leadership, collaboration, and teamwork.

Understanding of higher education governance and policy environments, preferred.
Please attach the following documents when applying:

Cover Letter-Yes

Resume-Yes

References-No (Can be provided at interview)

Transcripts-No (Can be provided at interview)

Position Details
req2071
Grant Funded: No
Compensation Range: 28.86 - 34.77
Compensation Type: Hourly
Compensation Currency: USD
Compensation: The pay for this position will be determined by your experience, education, and qualifications.
Work Schedule: M-F 8 a.m. - 4:30 p.m.
Work Hours: 40 hours/week
Testing: Yes
Targeted Hire Date: 4/6/2026
Benefits: Click to See Benefits Page

Special Instructions: References and transcripts may be attached to the application. References and official transcripts are required to be submitted during the background check process if selected.

EOE, including disability and veteran

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