Executive Administrative Assistant to the Vice President of Academic and Student Affairs

Job Description

This is a full-time, 12-month, non-exempt position that reports to the Vice President of Academic and Student Affairs and is located on JWCC’s main campus in Quincy, Illinois.  

The Executive Administrative Assistant provides high-level administrative support to the Vice President of Academic and Student Affairs. This role ensures smooth and efficient operations by managing schedules, coordinating communication, organizing meetings, and handling sensitive information with discretion. The Executive Administrative Assistant serves as a key liaison between leadership, faculty, staff, and students.  This position will also provide administrative support to the Dean of Student Affairs.

KEY RESPONSIBILIES

Administrative Support:

• Maintain and manage complex calendars, scheduling meetings, appointments, and events.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Coordinate travel arrangements, including itineraries and expense reporting.

Communication and Liaison:

• Serve as the primary point of contact for internal and external stakeholders.
• Screen and direct inquiries, ensuring prompt and professional responses.
• Facilitate communication between the Vice President, Dean, and other college departments.

Meeting Coordination:

• Organize and prepare materials for meetings, including agendas, minutes, and follow-ups.
• Arrange logistics for on-campus and virtual meetings.
• Track and manage action items and deadlines.

Office Management:

• Maintain organized electronic and physical filing systems.
• Monitor and order office supplies as needed.
• Ensure the confidentiality and security of sensitive information.

Special Projects:

• Assist in planning and executing events related to Academic and Student Affairs.
• Support data collection and analysis for departmental initiatives.
• Undertake additional duties as assigned to support departmental goals.
• Support the maintenance of the Instruction page and folder on the intranet by updating essential documents, relevant information, committee minutes, and academic calendars for faculty and staff.
• Assist in updating the faculty handbook, supporting the Career Pathways initiative, and managing the academic calendars.
• Assist in communication and execution of assignments related to Program Review, Accreditation, preparation of board documents, and college policies and procedures.
• Compile the faculty tenure seniority list and Professor Emeritus candidate list, and send them to the Union President and HR. Once approved, forward recommendations to the Board for final approval.
• Enter Fiscal Year budgets for all Instructional departments into Ellucian Banner and update faculty committee assignments and Instructional Services organizational charts for the Executive Assistant to the President for the upcoming Fiscal Year.

QUALIFICATIONS

Education:

• Associate degree required; Bachelor’s degree preferred.

Experience:

• Minimum of three years of administrative experience, preferably in an academic or student affairs setting.
• Demonstrated experience managing executive-level support.

Skills & Competencies:

• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office technology.
• Self-motivated, with the ability to work independently or as part of a team.
• Strong interpersonal skills to build effective working relationships with diverse stakeholders.
• Ability to maintain confidentiality and handle sensitive information in accordance with privacy laws and institutional policies.
• Professional integrity and the ability to work with discretion and confidentiality.
• Capable of managing a high-volume workload and meeting deadlines in a fast-paced environment.
• Strong collaboration skills, with the ability to work effectively with diverse groups and individuals.

Working Conditions:

• Primarily office-based with occasional travel for recruitment events and community outreach.
• Work in well-lit, ventilated office spaces, as well as across campus.
• Ability to sit, stand, bend, lift, and move intermittently throughout the workday.
• Subject to frequent interruptions and interaction with students, faculty, staff, and the public.
• Flexibility to work beyond regular hours, including weekends and holidays, when necessary.
• Participation in ongoing professional development to stay informed about trends in the field.
• Ability to manage the mental and emotional demands of the role.

Work Schedule:

• Full-time position with a typical schedule of Monday-Thursday (8am – 5pm) and Friday (8am – 12pm).

SALARY:

• This is a non-exempt position with an estimated hourly rate of $18.50 – $21.36

BENEFITS

JWCC offers a competitive benefits package!

• 36 hour work week, Friday’s get off work at noon!
• Earn 3.7 weeks of vacation in your first year!
• Sick Leave and Personal Leave.
• 14+ Paid Holiday!
• Medical, Dental & Vision Insurance; Only $5 per pay period for Employee Coverage!
• Wellness Program.
• College provided life and disability insurance!
• State University Retirement System.
• Tuition Reimbursement.
• JWCC Tuition Waiver for Employees + Dependents

We are an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, marital status, disability, status as a protected veteran, or any legally protected status. If you are a person with a disability and need assistance applying for a job, please submit a request to hr@jwcc.edu.