EXECUTIVE ADMINISTRATIVE ASSISTANT

EXECUTIVE ADMINISTRATIVE ASSISTANT

Position Details

Position Details

Job Title EXECUTIVE ADMININSTRATIVE ASSISTANT

Position Number 8100324

Work Modality Fully In-Person

Is this request for the creation of a new Position (or the modification of an existing Position) to temporarily support the WorkDay ERP? no

Job Category University Staff

Job Type Full-Time

FLSA Status Non-Exempt

Campus Rogers Park-Lake Shore Campus

Department Name VP FOR STUDENT DEVELOPMENT

Location Code STDNT DEVELOPMENT-OFFICE OF VP (03800A)

Is this split and/or fully grant funded? No

Duties and Responsibilities

• The Executive Administrative Assistant in Student Development provides extensive administrative support to the VP for Student Development with appropriate discretion and confidentiality. Serves as a liaison between the VP and other university officers, deans, directors, administrators, faculty, staff, students, and students. Responsible for organizing & managing the VP’s calendar. Coordinates internal & external meetings and events.
• Schedules meetings for the VP. Help prioritize requests for the VPs time.
• Serves as a key point for communication with VP.
• Communicates with university administrators, staff, faculty, students and non-Loyolans to assist in answering inquiries about Student Development.
• Arranges programs, events, and conferences by reserving spaces, ordering catering and coordinating other services, issuing information and invitations, coordinating speakers.
• Provides extensive administrative support for various projects and programs including project planning, creating, printing and distributing materials, coordinating expenses and reimbursements.
• Works closely with the Dean of Students administrative assistant and student assistants, providing back up coverage for the front desk operations.
• Receives visitors, answers phone and takes messages, responds to direct requests for information and/or forwards messages to appropriate staff.
• Provides occasional back up support to other Vice Presidents. Helps train and mentor new Executive Administrative Assistants.
• Takes minutes and action items at meetings and conducts follow-up on these activities. Provides meeting support as needed.
• Assists VP with quarterly Board of Trustee meeting preparation and follow-up. Coordinates meetings, prepares documents, posts information on BOT website, writes minutes, etc.
• Helps plan and organize meetings and events such as Chief Student Affairs Officers, Maroon & Gold Society, DSD In-Service, search committees, etc.
• Assists VP with travel arrangements. – Drafts/edits/copies reports and correspondence. – Maintains files and binders.
• Maintains budget and expense records for accounts in the Office of VP. Prepares Payment requests and purchase orders for the accounts in the Office of VP.
• Tracks and submits documentation for expenses and pro-card charges. Processes contracts and prepares for VP signature. Files and distributes signed contracts.
• Manages office equipment and machine maintenance.
• Manages office supplies including organization, inventory, issuance, and storage of supplies.
• Keeps kitchenette/copy room neat, stocked and well organized.
• Maintains schedule of OVP conference room. Keeps OVP conference room neat and assists guests with conference room computer and camera.
• In partnership with the administrative assistant to the AVP & Dean of Students, serve as back up for each other for major initiatives (coordination of Board of Trustees committee meetings, DSD meetings and trainings, etc.), coverage when one is absent or faced with staffing challenges for lunch breaks and in general.
• Performs other duties and responsibilities as assigned.

Minimum Education and/or Work Experience

Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.

Qualifications

• Bachelor’s degree and 5 years of related experience.

• Demonstrated ability to work independently and as a collaborative member of a team of highly motivated and experienced professionals.

• Ability to communicate professionally and effectively with various constituents in person and through phone/email.

• Experience managing budgets and accounts.

• Strong working knowledge of MS Office Suite and database management.

• Excellent typing and word-processing.

• Strong time management and problem-solving skills.

• Excellent verbal and written communication skills.

• Ability to multitask and coordinate several projects at a time while remaining calm under pressure.

• Ability to determine priorities and to ask for direction when priorities are unclear.

• Certificates/Credentials/Licenses

• None

• Computer Skills

• Advanced knowledge of Microsoft Office Suite and adept user of internet, e-mail, Zoom and other office automation systems.

• Supervisory Responsibilities

• No

• Required operation of university owned vehicles

• No

• Does this position require direct animal or patient contact?

• No

• Physical Demands

• None

• Working Conditions

• None

• Open Date

• 10/21/2026

• Close Date

• Position Maximum Salary or Hourly Rate

• $38.46 per hour

• Position Minimum Salary or Hourly Rate

• $33.33 per hour

• Special Instructions to Applicants

• As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago’s mission, candidates should consult our website at www.luc.edu/mission/. For information about the university’s focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

• About Loyola University Chicago

• Founded in 1870, Loyola University Chicago is one of the nation’s largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes—including Business, Law, Medicine, Nursing, and Health Sciences—Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation’s top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country’s most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

• Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.

• Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University’s Nondiscrimination Policy.

• Quick Link for Posting

• https://www.careers.luc.edu/postings/36025

• Supplemental Questions

• Required fields are indicated with an asterisk (*).

• Do you have a bachelor's degree and at least 5 years of related experience?

• Yes

• No

• How do your personal values align with Loyola University Chicago's mission and values?

• (Open Ended Question)

• Why do you want to work for Loyola University Chicago?

• (Open Ended Question)

• How did you hear about this employment opportunity?

• (Open Ended Question)

• Applic