Executive Assistant

POSITION SUMMARY

The selected candidate will provide direct support to the President and the Chief Public Affairs Development and Engagement Officer. They must have excellent project management administrative skills and experience in coordinating the work of an executive level leader in a complex organization. This position requires the ability to anticipate needs think critically and offer solutions to problems with a high level of professionalism and confidentiality. Initiative judgment independent decision-making and constituent service skills are required.

The internationally recognized Illinois Mathematics and Science Academy (IMSA) develops creative ethical leaders in science technology engineering and mathematics. As a teaching and learning laboratory created by the State of Illinois IMSA enrolls academically talented Illinois students (grades 10-12) in its advanced residential college preparatory program. It also serves thousands of educators and students in Illinois and beyond through innovative instructional programs that foster imagination and inquiry ().

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable diverse and inclusive teaching and learning environment. Through a model of Equity and Excellence IMSA has committed to advancing equity in STEM education and representation and creating a diverse inclusive community of global citizens who can realize their full potential and execute our mission to advance the human condition.

This Equity and Excellence Work is the intentional integration of Cultural Competence Diversity Equity Equity-Minded Frame Excellence and Inclusion into every facet of the Academy with the understanding that it is an active and ongoing process involving structures processes and people and not an isolated initiative.

This position will support IMSAs Equity and Excellence work by ensuring the delivery of quality equitable and inclusive support while promoting and maintaining an inclusive work environment and culture that embraces the diversity of people and perspectives collaborating at IMSA to ignite and nurture creative ethical scientific minds that advance the human condition.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Coordinate schedule and organize complex activities by orchestrating the schedule and calendar of the President Chief Public Affairs Development and Engagement Officer Executive Director of Development and Director of Diversity Equity and Inclusion.
• Establish and confirm all appointments and prepare meeting materials meeting rooms and follow-up for participants.
• Complete a broad variety of administrative tasks that facilitate the President and Public Affairs Development and Engagements departments ability to effectively lead the organization including:
  • Manage/assist with special projects and event planning;
  • Evaluate and refine complex documents reports and presentations;
  • Collect and prepare information for meetings with staff and outside parties;
  • Support procurement processes;
  • Make travel arrangements and prepare itineraries.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President including those of a highly confidential or critical nature.
  • Prioritize and determine appropriate course of action referral or response exercising judgement to reflect Presidents style and organization policy.
  • Process and respond/route all mail and email and prioritize as appropriate.
  • Handle confidential and non-routine information.
  • Assist the President in working with lobbyists engaging with legislators and hosting visitors.
  • Establish professional relationships with major constituencies and their Boards.
• Participate in working groups that serve to improve the Academy by way of achieving strategic and Equity and Excellence goals.
• Act as a liaison and provide support to the Board of Trustees including but not limited to:
  • Arrange and handle all logistics for Board meetings and events: schedule meetings; develop compile and distribute presentation materials; be willing to serve as the Board Secretary assist the President in preparing for executive committee as well as regular meetings of the Board of Trustees including preparing agendas; attend all meetings of the Board of Trustees including Executive Committee meetings in ensuring good Board governance including the recording and final preparation of meeting minutes.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Maintain the office budget and process the necessary budget-related paperwork
• Follow State of Illinois and IMSA procurement policies and procedures to procure goods and services on behalf of the President.
• Other duties as assigned.

MINIMUM QUALIFICATIONS

• Bachelors degree and seven years of related work experience or an equivalent combination of education and experience.
• Experience with executive-level leaders such as Presidents Executive Vice-Presidents and/or other C-Suite level leaders.
• A high level of interpersonal skills integrity and discretion in handling sensitive and confidential information.
• Ability to react independently with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Ability to independently make appropriate informed decisions regarding priorities and available time.
• Professional energetic and the ability to take initiative with demonstrated poise tact and diplomacy.
• Strong ability to execute work with a diversity equity and inclusion lens.
• Excellent organizational and coordination skills with the ability to prioritize and manage projects and consistently meet deadlines.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Success in working with senior executives and/or boards of businesses government agencies and not-for-profit organizations.
• Ability to interact and communicate with individuals at all levels of the organization and from diverse backgrounds.
• Extensive knowledge and expertise of a variety of computer software applications in word processing spreadsheets database and presentation software (Microsoft Office Suite).
• Adhere to regulatory departmental and company policies in an ethical manner.
• Ability to work irregular schedules including periodic evening and/or weekend hours.

PREFERRED QUALIFICATIONS

• Experience working with Boards Trustees/Directors.
• Experience working in educational institutions.
• Experience working with government agencies.
• Experience with web-based systems for publishing and revising Board materials such as BoardDocs.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This role generally requires mobility written and verbal communication hearing and visual capabilities. However reasonable accommodations including assistive technology may be made to enable qualified individuals with disabilities to perform such requirements. Possible hybrid schedule available. Options may include four days on-campus and one day remote pending supervisor approval.

COMPENSATION:

This position is a full-time exempt 12-month employment-at-will position. Salary regionally commensurate with training and experience in like-institutions with a range of $68000 to $82000. IMSA offers a comprehensive state benefits package (major medical dental vision and prescription) with rates found here a generous paid time off plan and a retirement plan through the State University Retirement System (SURS). SURS is reciprocal with other Illinois public retirement systems such as the Teachers Retirement System of Illinois (TRS) and the Illinois Municipal Retirement Fund (IMRF).

To continue moving diversity equity and inclusion forward IMSA seeks to recruit support and retain diverse talented individuals who are culturally competent equity- minded and provides equal employment opportunities to all applicants and employees without regard to race color religion gender gender identity or expression sexual orientation age national origin ancestry citizenship status pregnancy disability genetic information marital status political affiliation amnesty arrest record military status unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal state and local laws.