The Executive Assistant in the Office of the President supports learning by providing executive level and confidential administrative support for the Office of the President and the Sr. Executive Assistant.

1. Represents Aurora University in the most positive manner with prospective, former and current students, clients, suppliers and the community we serve.   Interacts effectively with a diverse group of faculty, staff, students and other customers of our service, learns and uses operating practices of the department and Aurora University.
2. Upholds the Mission Statement:  At Aurora University, our singular goal is to empower students to achieve lasting personal and professional success. We do this by being an inclusive community dedicated to the transformative power of learning. As a teaching-centered institution, we encourage undergraduate and graduate students to discover what it takes to build meaningful and purposeful lives.
3. Handles all information with tact and discretion and recognizes the confidential nature of university business.
4. Supports learning through performance of essential job functions and performing other duties and functions as necessary or as assigned, including voluntary participation in university committees, activities and events.

In managing administrative functions of the Office of the President, the Executive Assistant is responsible for the office budget, meeting and event logistics, correspondence, records management and front-desk reception.  The Executive Assistant develops and maintains processes to ensure the seamless execution of the offices' administration. They demonstrate a commitment to continuous quality improvement and provide outstanding service to a variety of internal and external stakeholders, maintaining an overall standard of excellence for the Office of the President.

• Responsible for the Office of the President budget.  Manages invoices, generates requisitions for purchase orders and is the main contact for accounts payable inquiries.  Produces and submits expense reports for the staff in the Office of the President, including the Sr Executive Assistant, Special Assistant for Strategic Initiatives and the President.  
• Coordinates event management for the Office of the President.   Works closely with Community Relations on meeting and event details. Provides support for the Office of the President at Commencement and Convocation ceremonies.  Organizes off-site meetings and team-based events. 
• Manages the supply process for Office of the President, including conference room supplies and general office supplies.  Responsible for purchasing, tracking and monitoring all supplies.  
• Submits maintenance work orders for the Office of the President, ensuring work is completed in a timely manner with minimal disruption.   
• Oversees Office of the President correspondence and Presidential signature requests, proofreading drafts and final copies. Works closely with the Office of Academic Affairs to ensure all faculty correspondence from the President is sent according to Faculty Handbook Requirements.  Manages gifts sent on behalf of the President.
• Serves as a front desk receptionist for the Office of the President, greeting guests, accepting deliveries and handling phone calls and general emails.  Provides information for general inquiries.  Distributes campus mail and prepares all outgoing mail for Office of the President, ensuring timely delivery. 
• Assists in managing the daily appointments for the President with guidance from Sr. Executive Assistant.  Responsible for collecting and providing the President with background information and/or supporting documents in preparation for scheduled appointments, interviews, etc.    
• Main point of contact for all guests of the Office of the President.   Provides detailed instructions prior to visits including campus maps and parking information, coordinates meeting details and confirms appointments in advance.  
• Supports the Special Assistant for Strategic Initiatives with calendar management, assisting with scheduling appointments and meetings as well as securing meeting room locations and logistics.  
• Arranges travel for staff in the Office of the President including airfare, ground transportation and hotel accommodations.  Creates detailed itineraries for all travel. 
• Manages Office of the President records and filing systems.
• Obtains and maintains Notary Public certification, providing notary public services for the university.  
• Assists Sr. Executive Assistant with various projects and tasks that support the Office of the President as well as Board of Trustees meetings.
• Perform other duties as assigned.

Education: 

Bachelor's Degree required. 

Experience:  

Minimum of 3-5 years of experience in an administrative assistant role. Experience in higher education a plus

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About Aurora University

Aurora University (AU) is committed to the transformative power of learning by creating a student-centered environment and an equity of experience and opportunity, to ensure that students, faculty, and staff of all backgrounds feel welcome and included. Our culture of collaboration, generosity, and belonging make it a special place for students, faculty, and staff. AU is grounded in the transformative opportunity it provides to a diverse student body. As a private university with a public mission and a commitment to making a difference in peoples’ lives, AU has a long history of resilience and of providing access to an education that values innovation, focuses on continuous improvement, and has a positive impact on the communities we serve. We are proud of our service to and economic impact on the state of Illinois, where over 80% of our students stay to live and work, where 90% of our students come from, and where we foster strong community partnerships to develop the workforce in areas such as nursing, education, business, technology, and social work. We are looking for passionate and purposeful individuals who represent the full diversity of Aurora and who demonstrate a se...nsitivity to and understanding of the diverse academic, socioeconomic, cultural, ability, identity, and ethnic backgrounds present in our community. When you join the team at AU, you can expect to be part of an inclusive, innovative, and equity-focused community that approaches higher education as a matter of social justice requiring broad collaboration among faculty, staff, students, and community partners.

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