Executive Assistant To The Vice President Of Student Development

Position Summary

As a partner to the Vice President of Student Development (VPSD), the Executive Assistant (EA) provides traditional executive assistant support and is a member of the Student Development Leadership team. Using a high degree of independent judgement, the EA manages daily operations for the VP. The EA will interact with Olivet administrators, faculty, staff and students on a regular basis, and exercise discretion in the coordination of sensitive and confidential information and materials.

This position contributes to ongoing and positive interactions among Student Development staff and with faculty, staff, and students who contribute to our division's supportive and open culture of inquiry. Areas of responsibility include office management, scheduling, budget monitoring, creating project timelines, workflow/project tracking, and general communications and correspondence. The EA improves workflows, simplifies procedures, prepares agendas, makes arrangements for, and takes minutes at Student Development staff and committee meetings.

Olivet is a distinctly Nazarene institution of higher education and committed to the discipleship of our students within the Wesleyan-holiness tradition. Ideal Student Development team members are committed to the Lordship of Christ, seek personal growth through regular practice of spiritual disciplines, and create learning environments where students are compelled to be more like Christ each day.

Essential Duties and Responsibilities

• Provide high level administrative support for the Vice President of Student Development and the VPSD office.

• Manage the VPSD office including order supplies, manage conference room reservations, and submit maintenance and work orders for the suite.

• Serves as initial point of contact for guests to the Student Development suite focused on creating a welcoming and hospitable environment.

• Liaison between VPSD and internal/external constituents including faculty, staff, students, alumni, vendors and other constituents.

• Handle confidential and sensitive information discreetly.

• Prepare correspondence, reports, announcements on behalf of the VPSD to the university community and other constituents including semi-annual board reports to the board of trustees.

• Manage the VPSD's calendar and schedule appointments.

• Coordinates division staff meetings and celebrations, and schedule, set up and moderate videoconferencing when necessary.

• Organize resources for meetings and events (catering, room reservations, IT requirements)

• Assist in monitoring the department budget and expenditures.

• Review operating practices and implement improvements as needed.

• Manage the daily operations of the Ludwig Center including Tiger Dollar Sales, Conference Room Reservations & Ludwig desk student workers.

• Maintain the upkeep of Ludwig Center through work orders and organization of the bulletin boards and other advertising spaces.

Knowledge, Skills and Abilities Required

• A lifestyle in with the ONU Statement of Mission, Faith, and Lifestyle Covenant.

• Highest level of confidentiality and professionalism.

• Highly proficient with computers up to and including effectively enter data, generate reports, and prepare letters, envelopes, and brochures.

• Speak and write effectively to be able to work with administration, employees, and outside entities in order to convey a professional and helpful image.

• Professional telephone skills.

• Attention to detail and organizational skills.

• The ability to function under pressure remaining calm and helpful using interpersonal skills to deal with conflicts and the unexpected.

• Able to prioritize work and be flexible.

• Ability to use relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.

• Proficient with Power Point, Excel, and graphic design platform (like Canva) preferred.

Additional Information

EDUCATION

Bachelor's degree preferred.

WORK ENVIRONMENT

Located on the main campus of Olivet Nazarene University in Bourbonnais, Illinois, in the Ludwig Student Center. The Executive Assistant to the Vice President for Student Development is located in the VPSD Suite to act as both receptionist and hospitality for the department. Long exposure to computer display. Standard office environment. No major sources of discomfort.