This job was posted by https://illinoisjoblink.illinois.gov : For more
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https://illinoisjoblink.illinois.gov/jobs/12629946 Department
ARD Office of Campaign Management
About the Department
Alumni Relations and Development (ARD) engages alumni (\~220k), current
students, parents, and friends of the University through intellectual,
professional and social activities on campus, around the world and
online. ARD raises \$600 Million annually to support faculty and
researchers, practitioners and patients, and students and programs
across the University. Our work supports priorities in every division,
school, department, and institute.
Campaign Operations drives operational excellence and strategic
coordination within the advancement enterprise to meet and exceed
fundraising goals. Serving as the crucial link between strategy and
execution, the team aligns stakeholders, manages project plans, and
coordinates efforts to ensure successful campaign outcomes. Our focus is
on executing practical strategies and robust operations that strengthen
the department and support the long-term sustainability of the
organization.
Job Summary
The Executive Assistant provides confidential and high-level office and
location support activities by acting as a lead and coordinating the
work of others. Identifies, enhances, and applies specific processes and
procedures to maximize the efficiencies of the University to which the
support is being provided. May ensure the correct functioning of
facilities, office and/or business support services.
This role manages the AVP\'s schedule, coordinates high-level meetings,
and provides administrative support for campaign and leadership
engagement activities, ensuring smooth execution and efficiency.
Responsibilities also include preparing meeting materials, tracking
outcomes, supporting consultant workflows, maintaining databases, and
refining administrative processes to enhance effectiveness.
Responsibilities
Manages the AVP\'s schedule, including resolving conflicts, building
in travel time, and ensuring adequate desk time for non-meeting
priorities.
Prepares for meetings by tracking agenda items, compiling materials,
booking spaces, prompting agenda development, and ensuring readiness
in advance.
Attends meetings as needed to take notes, tracks next steps, and
maintains a library of meeting notes and outcomes for key
discussions.
Supports consultant workflows by scheduling meetings, developing
itineraries, and preparing agendas.
Coordinates and facilitates complex campaign and leadership
engagement meetings and initiatives involving multiple stakeholders,
ensuring timely preparation and distribution of agendas and
materials, and smooth execution of all activities.
Provides administrative support for campaign cabinet activities,
including meeting scheduling, assisting co-chairs.
Provides backup support for other senior staff, including the Vice
President of Alumni Relations and Development.
Assists with special projects such as holiday card delivery, Trustee
pledge reminders, and process improvements for the Vice President\'s
office.
Triages emails for shared email inboxes, assigning responsibilities
based on content, and designs and participates in workflows that
improve administrative efficiency.
Maintains and utilizes the Phoenix system by performing data entry,
managing information, and generating reports as needed.
Proactively evaluates and refines recurring administrative
processes, leveraging technology or best practices to reduce
redundancy and enhance efficiency.
Seeks opportunities for professional development that will enhance
job performance including attending webinars, seminars, building
networks within the University and with colleagues at peerinstitutions.
Provides confidential and high-level administrative support for a
leader. Stays informed of activities relating to University programs
and initiatives, apprising the leader of issues when deemed
necessary. Coordinates information flow from leader\'s office to
University. May staff Board of Directors meetings. Relieves leaders
of administrative responsibilities.
Initiates correspondence and other written materials under own
signature or for signature of the leader. Triages emails and
telephone calls for action. Resolves routine and complex inquiries.
May act as liaison to Board of Directors.
Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include vocational training, apprenticeships or the
equivalent experience in related field (not typically required to have a
four-year degree).
Work Experience:
Minimum requirements include knowledge and skills developed through 7+
years of work experience in a related job discipline.
Certifications:
Preferred Qualifications
Education:
Bachelor\'s or advanced degree.
Experience:
Minimum seven years of professional experience in nonprofit management,
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