Executive Assistant- IL- University Administration - Downers Grove, IL job with Midwestern University | 3143820 (2024)


The Executive Assistant provides administrative support to the Vice Presidents in the Executive Office. This Executive Assistant is responsible for handling confidential reports, preparing minutes and performing general administrative work requiring excellent organization skills, discretion, independent judgment and general business practices.

Essential Duties and Responsibilities

  • Provide administrative support to include:
    • Maintain confidentiality in all aspects of position.
    • Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
    • Initiate composition of documents and accurately compose correspondence and administrative documents according to established guidelines and edit for content, context, accuracy, and consistency.
    • Set up meetings, draft agendas and accurately record minutes in a timely manner.
    • Transcribe and distribute minutes and other relevant information to participants in the required timeframe.
    • Process incoming/outgoing correspondence
    • Represent the administrative office in a professional manner, interpret and answer general policy questions using sound judgment
    • Communicate accurate information, directives, assignments, instructions, and messages to others in a courteous and professional manner
    • Maintain a high degree of knowledge regarding protocol when visitors are hosted by executives
    • File and maintain data in an organized manner
    • Answer telephones and greet visitors in a courteous and timely manner.
    • Plan travel
    • Prepare expense reports
    • File annually all exemption forms for county property taxes
    • File annually all remaining property taxes due
    • Process all travel requests for all faculty and staff that purchase airline tickets through the university travel agency and coordinate billing to vendor and University departments
    • Point of contact for University credit card relationship with vendor, and process payment via Concur for all office transactions
    • Review senior executive calendars and produce residency charts for income tax purposes
    • Prepare audit confirmation and alumni acknowledgement letters and assist in collecting signatures for affiliation agreements
  • Coordinate data collection and generate reports to include:
    • Research, collect and analyze data accurately and thoroughly from reports, files, databases and other sources
    • Compile information for the timely preparation of reports and distribute to appropriate individuals within established timelines
    • Design and update report formats to ensure that they are easily read and understood
  • Other duties and special projects as assigned

Supervisory Responsibilities

The position has no supervisory responsibilities.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Other Qualifications

  • Maintain good rapport within the Administrative Office
  • Represent Midwestern University in a courteous, cooperative and conscientious manner
  • Maintain personable and professional demeanor
    • Display a high level of effort and commitment to performing work; operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior
  • Work collegially and collaboratively together with office staff between the Glendale and Downers Grove campuses, interacting in a positive and productive manner
  • Take initiative in providing assistance
  • Demonstrate eagerness to learn and assume responsibility; seeks out and accepts increased responsibility; displays a “can do” approach to work
  • Show persistence and seek alternatives when obstacles arise; seeks alternative solutions; does things before being asked
  • Work well within the system in a resourceful manner to accomplish reasonable work goals; shows flexibility in response to process change and adapts to and accommodates new methods and procedures
  • Accept direction and feedback from supervisors and follows through appropriately
  • Maintain high profile decorum in the office in speech, manners and dress; setting the standard for the institution and following all MWU policies, procedures and objectives
  • Detailed oriented, works independently with minimal supervision
  • Is accountable and responsive to requests

Education and/or Experience

Bachelor’s degree and five or more years of executive administrative experience with a demonstration of continued job growth.

Computer Skills

Computer proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Language Skills

High skills: Ability to read, analyze, and interpret general business periodicals, professional journals,

technical procedures or governmental regulations. Ability to accurately write reports, meeting minutes, business correspondence, and procedure manuals. Ability to effectively present information to top management, and external colleagues.

Reasoning Ability

Intermediate skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Mathematical Ability

Basic skills: Ability to add, subtract, multiply, and divide all units of measure using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to interpret bar graphs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is occasionally required to stand, walk, use hands and reach with hands and arms. The employee is frequently required to sit, talk and hear. The employee must occasionally lift and /or move up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is quiet.

Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.

We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursem*nt and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursem*nt, child care subsidy reimbursem*nt program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.

Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord withall federal, state and local laws, including 41 C.F.R. 60-1.4(a), 250.5(a), 300.5(a) and 741.5(a). Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.

Executive Assistant- IL- University Administration - Downers Grove, IL job with Midwestern University | 3143820 (2024)


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