Executive Administrative Assistant - Academic Affairs

McHenry County College

Crystal Lake, IL

Apply

JOB DETAILS

SALARY

$33.57–$47.38 Per Hour

SKILLS

Academic Affairs, Administrative Skills, Audiovisual, Brand Marketing (Branding), Budget Management, Calendar Management, Catering Services, Collective Bargaining, Communication Skills, Contract Negotiation, Customer Support/Service, Data Collection, Detail Oriented, Editing, English Language, Equal Employment Opportunity (EEO), Establish Priorities, Executive Assistant Skills , Expense Reports, File Maintenance, Financial Transactions, Government Administrative Support, Interpersonal Skills, Meeting Minutes, Microsoft Office, Multilingual, Multitasking, Negotiation Skills, Operational Communications, Order Supplies, Organizational Skills, Problem Solving Skills, Project Planning, Proofreading, Reporting Skills, Seminars, Spanish Language, Spreadsheets, Team Lead/Manager, Technical Support, Time Management, Training/Teaching, Travel Planning, Tuition Fees, Tuition Reimbursement, University/School Policies, Writing Skills

LOCATION

Crystal Lake, IL

POSTED

Today

Salary: $33.57 - $47.38 Hourly
Location : Crystal Lake, IL
Job Type: Staff - Full-Time
Job Number: 202600040
Division: Academic Affairs
Opening Date: 04/29/2026
FLSA: Non-Exempt
Bargaining Unit: NO
Target Hire Rate: $35.53 - $39.48
Pay Grade: S10

Workweek

40 Hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.
Position Summary

The Executive Administrative Assistant provides confidential, high-level administrative support to MCC Cabinet members, managing their calendars, communications, and office operations. The position handles confidential information, prepares reports, and coordinates meetings and events. The role requires excellent organizational skills, attention to detail, and the ability to multitask in a fast-paced environment. Strong communication and interpersonal skills are essential for liaising with internal and external stakeholders. Proficiency in a variety of office software and the ability to anticipate the needs of their supervisor are also crucial. This position requires problem-solving and decision-making to ensure optimal departmental functions. Providing excellent customer service to employees, students and external visitors, the Executive Assistant often acts as a concierge, managing the flow of information and prioritizing tasks to maximize their supervisor's effectiveness and efficiency. This role may also be involved in special projects, providing research and support to help achieve institutional goals.

DEPARTMENTAL SPECIFIC DUTIES: The Executive Administrative Assistant, Academic Affairs supports a variety of Academic Affairs efforts, including the following areas of academic support that report to the Associate Vice President of Academic Affairs (AVPAA): Center for Teaching and Learning, Phi Theta Kappa, First Year College Experience, Learning Communities, Study Abroad, and Curriculum, Articulation and Transfer.
Essential Job Functions and Responsibilities

Provide confidential support for the VP or Chief officer of their assigned division and, as appropriate, members of their team, responding to a wide variety of inquiries from College employees, students and community members
Create and maintain a variety of deliverables, including but not limited to: presentations; reports; spreadsheets; meeting minutes and agendas; manuals; forms; etc., aligning with College branding standards
Contribute administrative support for projects such as Board reports, ICCB and accreditation reporting, contract negotiations, and compliance-related activities by gathering data, composing drafts, proofreading/editing, and disseminating and updating information in a variety of ways
In support of contract negotiations for one of MCC's four collective bargaining units, depending upon need, administrative support may include scheduling of negotiating sessions, taking minutes of the negotiations, creation and management of a Teams channel dedicated to the negotiations, communication to participants, and other logistical responsibilities
Organize and carry out work plans to accomplish a variety of tasks associated with the function of the assigned division, including but not limited to: meetings; material preparation and distribution; reporting; special events; etc
Assist with meetings/special event preparations by drafting agendas, sending invitations, reserving rooms/facilities, taking minutes, partnering with catering and other services such as A/V or technical support, and assisting with the event itself as needed
Manage the VP or Chief Officer's calendar as needed, scheduling meetings and shifting availability as priorities dictate
Coordinate travel arrangements, as well as provide timely, accurate confirmation and filing of expense reports
Enter data and extract information from the College's ERP or other College software/systems to perform duties such as data compilation, report generation, and responsibilities related to course scheduling
Assist with budget preparation and management, tracking and following up on financial transactions and contracts, including those related to grants and grant expenditures.
Serve as departmental/divisional representative at College/external meetings, seminars, workshops as requested
Perform general clerical duties, including but not limited to maintaining divisional files, ordering office supplies, drafting correspondence, keeping their office space in good order, hosting guests, and providing coverage for colleagues as appropriate
Keep up-to-date on college policies, processes, and technologies
Assume additional duties as assigned by immediate supervisor

Required Qualifications

Associate's degree or equivalent from a regionally accredited institution
Four or more years related experience

Desired Qualifications:

Bachelor's degree from a regionally accredited institution
Prior experience providing administrative support to a director or higher-level executive
Strong proficiency in MS Office products
Bilingual (Spanish/English) language skills

Equal Employment Opportunity

McHenry County College declares and reaffirms a policy of equal opportunity and non-discrimination. The College will make all decisions regarding admission, employment, participation in educational programs, or activities, without discrimination on grounds of race, color, creed or religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disabilities, military status, sexual orientation, gender-related identity, pregnancy, unfavorable discharge from military service, or other factors prohibited by law. Decisions regarding employment include hiring, promotion, termination, wages or salaries, benefits, and other terms and conditions of employment. MCC is committed to fostering an inclusive and accessible college community.

To request reasonable accommodation to participate in any aspect of the hiring process, contact Human Resources at
McHenry County College offers a complete benefits package to full-time employees including medical, dental, vision, life and long term disability coverages, and flexible spending accounts. Employees also receive 15 paid holidays and a competitive bank of vacation, sick, and personal leave time along with an optional Sick Leave Pool. The College also offers employees the opportunity to save for retirement through deferred compensation plans.

The College waives tuition and fees for any full time employee who takes credit courses at MCC as well as providing tuition reimbursement for pre-approved course work taken at a regionally accredited institution upon successful completion of such course.

About the Company

McHenry County College

Resume Resources

Free Resume Templates Free Resume Builder