Executive Assistant to the Vice President of Academic Affairs | Morton College - Military Veterans

Job Summary

The Executive Assistant will provide high-level administrative and executive support to the Vice President of Academic Affairs ( VPAA ). This position will manage the day-to-day operations of the VPAAs office, coordinate communications, and handle confidential and complex administrative tasks. The Executive Assistant will also serve as a liaison between the VPAA , internal departments, and external stakeholders, ensuring smooth operations and efficient use of time and resources.

Specific Job Duties

Executive Support

Provide direct administrative support to the Vice President of Academic Affairs, including managing schedules, handling confidential information, and coordinating executive-level meetings.

Prepare, review, and distribute executive-level communications, presentations, and reports.

Manage and prioritize incoming requests, ensuring that the VPAAs time is allocated effectively to high-priority tasks.

Office and Project Management

Oversee the administrative functions of the VPAAs office, ensuring that all documentation, records, and communications are up-to-date and organized.

Coordinate and manage special projects assigned by the VPAA , ensuring timelines and deliverables are met.

Manage travel arrangements, event planning, and executive meetings, including taking minutes and handling follow-ups.

Liaison and Coordination

Serve as the primary point of contact for internal departments and external stakeholders engaging with the VPAAs office, ensuring smooth and professional communication.

Coordinate with academic deans and directors to ensure alignment between the VPAAs priorities and college-wide initiatives.

Budget Oversight and Compliance

Assist with budget oversight for the VPAAs office, tracking expenditures and ensuring compliance with institutional policies.

Support the preparation and review of financial documents, reports, and grant submissions relevant to the VPAAs areas of oversight.

Administrative Leadership

Provide leadership and support to other administrative staff within the office, ensuring consistent and efficient operations.

Identify opportunities to improve office efficiency and implement processes to streamline administrative tasks.

Other

Maintain and update job knowledge by participating in training and educational opportunities, reading professional publications, and participating in professional organizations.

Protect institutions value and manage risk by keeping information confidential.

Perform other duties as assigned.

Required Qualifications

Associates degree.

Strong organizational and time-management skills, with the ability to manage multiple priorities.

High level of discretion and ability to handle confidential information.

Proficiency in Microsoft Office Suite, data entry, and budget management.

Must be able to demonstrate the Morton College core values of compassion, fairness, respect, responsibility, tolerance and truth.

Preferred Qualifications

Bachelors degree.

Experience working in a higher education setting.

Bilingual in English and Spanish.

Strong interpersonal and communication skills, with experience working in a multicultural environment.