Administrative Assistant & Hospitality Coordinator

Administrative Assistant & Hospitality Coordinator

Salary

See Position Description

Location

Bourbonnais

Job Type

Full-Time Staff

Division

President

Department

Presidents Office

Opening Date

10/06/2026

• Description
• Benefits

Position Summary

As a Christian university, Olivet Nazarene University exists to provide an education with a Christian purpose. We value diversity as a means to enrich and deepen the educational experience, both inside and outside the classroom and online. We are committed to recruit and retain mission-aligned faculty and staff from diverse backgrounds. We strive to be a more inclusive community as we seek to understand and celebrate our unique experiences and perspectives.

The Administrative Assistant provides administrative support to both the Office of the President and the Chief Financial Officer while delivering professional, warm, customer-service-oriented hospitality to guests and visitors. This role supports the day-to-day operations of both offices through scheduling, project coordination, event support, financial administrative tasks, and interaction with a variety of University stakeholders, donors, board members, vendors, and campus constituents.

This position reports to the Executive Assistant to the President (70%) and works closely with the Chief Financial Officer (30%) to provide administrative support and coordinate priorities for both offices.

Essential Duties and Responsibilities

• Provide administrative support for functions of both the Office of the President and the Office of the Chief Financial Officer, including scheduling meetings, preparing documents and presentations, placing work orders, maintaining records, and completing special projects.
• Answer President's Office phone and greet guests-serving as the initial point of contact for the office.
• Manage incoming and outgoing mail and monitor the inbox of the general Office of the President email address, routing communications to the appropriate staff member or department as needed.
• Maintain inventory and replenish supplies for the office, including hospitality snacks and beverages, and a stock of Presidential gifts and "leave-behinds."
• Take ownership of the cleanliness and organization of the office kitchen/workroom and various storage areas.
• Provide event support to the EA for various faculty and staff celebrations, corporate dinners, bi-annual Board of Trustees meetings, annual Olivet Foundation Board meeting, campus-wide initiatives, etc.
• Coordinate large mailings, event invitations, and track RSVPs.
• Process invoices, expense reimbursements, and monthly corporate card statements for the Presidents Office and assist with designated administrative financial processes for the Office of the Chief Financial Officer.
• Assist in hospitality arrangements and "surprise & delight" details when the President is hosting influential speakers, leaders, donors, and guests at the University.
• Oversee the reservations, cleaning schedule, supply inventory, maintenance requests, and guest communication for the President's Dining Room, Guest House, Girard Apartment, and Reedy Missionary House.
• Place funeral flower orders on behalf of the University.
• Help EA arrange seasonal centerpieces for dining room and decorate for Christmas.
• Must be able to work evening and weekend hours associated with events as needed.

SUPERVISORY RESPONSIBILITIES

Supervision of student workers as needed.

Knowledge, Skills and Abilities Required

• A lifestyle in agreement with the ONU Statement of Mission, Faith, and Lifestyle Covenant.
• Proficient with Microsoft Office, PowerPoint, Outlook, etc. and ability to navigate database and phone systems.
• Preference given to candidates with 3 to 5 years of previous experience in an administrative assistant role.
• Ability to remain professional and productive in an environment that can range between both fast-paced and quiet depending on the calendar of events and projects.
• Professional in conduct, dress, and communication.
• Passion for creating welcoming environments for guests.
• Resourceful self-starter who takes initiative.
• High level of accuracy and attention to detail.
• Ability to manage multiple projects, deadlines, and priorities concurrently.
• Strong communication skills and a customer-service mindset, aiming to anticipate needs.
• Organized and interested in creating new, streamlined processes to increase efficiency.
• Strong interpersonal skills with demonstration of patience, tact, and confidentiality.
• Commitment to serving with excellence and leading by example.

Additional Information

EDUCATION

Bachelor's degree required or willing to work on obtaining bachelor's degree.

WORK ENVIRONMENT

This position is located in the Office of the President on the first floor of the Burke Administration building. The majority of hours are spent at a desk. Event assistance does include walking across campus, loading and unloading supplies, and standing for extended periods of time.

SUPPLEMENTAL INFORMATION

The salary for this position is $20.00 per hour. Additional considerations will be made for relevant experience and educational background.

Only candidates who submit all required documents will be considered: resume, cover letter, statement of faith, application questions. Applications will be accepted until position is filled.

Olivet Nazarene University offers:

• Comprehensive medical, vision, and dental insurance.
• Employer retirement contribution begins on first day of full-time employment and is 100 percent vested at that time.
• Additional auxiliary coverage such as life insurance, disability insurance and AD&D insurance.
• Generous paid time off, including vacation, sick, personal, and bereavement leave and 18 days for the observance of holidays.
• Tuition remission granted to employee, spouse, and dependent children for education within Olivet's distinguished academic programs.
• Access to an active campus life with a top-notch fitness center, enriching musical performances, competitive athletic competitions, and introduction to the sciences at our Stickler Planetarium.

To learn more, see our benefits summary here.

Employer Olivet Nazarene University (IL)

Address 1 University Ave

Bourbonnais, Illinois, 60914

Phone 815-939-5240

Website https://www.olivet.edu/about/employment/