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Executive Assistant - Marketing & Communications

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Position Type: Full-Time
Location: Elgin, IL
Experience Level: Mid-Level
Categories: Administrative Support, Supervisory
Role: Executive Assistant


About ECC:

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college’s mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Work Schedule:

8:00 AM to 5:00 PM Monday through Friday

Rate of Pay:


FLSA Status:


Grant Funded:


Job Summary:

An employee in this class performs work of moderate difficulty by providing highly confidential secretarial and administrative support to the assigned Cabinet member.
Work is distinguished by the ability to effectively coordinate support services within the division. General supervision is received from the Cabinet member and supervision may be provided to support and clerical staff.

Required Knowledge, Skills & Abilities:

1. Associate's degree (AA) in Business Administration and five years of experience providing confidential administrative support work, or equivalent combination of education and/or experience. 
2. Considerable knowledge of administrative and clerical procedures and systems.
3. Considerable skills in use of Microsoft Office software (i.e. Word, Excel and Outlook).
4. Considerable skill in independently organizing workflow in order to meet established deadlines.
5. Considerable verbal and written communication skills
6. Considerable skill in proofreading and editing documents
7. Some knowledge of brand management, best practices in marketing and communications, graphic design, and print production.
8. Some knowledge of crisis communication functions and procedures.

Desired Knowledge, Skills & Abilities:

1. Previous supervisory or lead worker experience.

Essential Duties:

1. Manages, delegates and oversees the work of all support and departmental clerical staff including hiring, training and evaluation.
2. Manages incoming and outgoing communications for the executive, confidentially and in priority order.
3. Prepares letters, memos, budget documents, and other correspondence
4. Compiles, photocopies, assembles, and distributes material for meetings and other informational packets.
5. Assists with complex or sensitive administrative projects.
6. Independently researches and obtains information regarding a variety of information requests.
7. Arranges, schedules, and coordinates meetings, seminars, appointments, and other functions including reserving rooms, etc.
8. Maintains the division calendar and appointment schedule for the Cabinet member.
9. Prepares forms and paperwork for purchases, payroll and other financial processes as directed.
10. Prepares and maintains budget related reports and records and oversees processing of all expenses, requisitions and blanket purchase orders for the department.
11. Proofreads a wide variety of complex reports, letters, memoranda and statistical charts and makes recommendations for edits.
12. Maintains confidentiality of privileged information.

Other Duties:

1. Manage the office supply inventory, ordering supplies as needed.
2. Perform other job-related duties as assigned which pertain to the job description.
3. Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Physical Demands:

Sedentary (up to 10 lbs occasionally, sitting most of the time)

Visual Acuity:

Close visual acuity (e.g. computer, assembly)

Work Environment:

Quiet conditions

Environmental Conditions:

Typical office or administrative

Current SSECCA Union Member Information:

The initial posting date for this position is 12/05/2019. Elgin Community College Support Staff Association (SSECCA) members that apply by 12/12/2019 and meet the posted minimum qualifications will receive full consideration.

Equal Employment Opportunity Statement:

Elgin Community College does not discriminate, or tolerate discrimination, against any member of its community on the basis of race, color, national origin, ancestry, sex/gender/gender identity, age, religion, disability, pregnancy, veteran status, marital status, sexual orientation, or any other status protected by applicable federal, state or local law in matters of admissions, employment, or in any aspect of the educational programs or activities it offers.

In addition, Elgin Community College provides reasonable accommodations to qualified individuals with disabilities to ensure equal access and equal opportunities with regard to employment practices, educational opportunities, and programs and services. If you need a reasonable accommodation for any part of the application and hiring process, please notify the College’s EEO/AA Officer. Determinations on request for a reasonable accommodation will be made on a case-by-case basis.


Advertised: Central Standard Time
Applications close:

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