Executive Assistant

Overview

POSITION SUMMARY

The selected candidate will provide direct support to the President and the Chief Public Affairs, Development, and Engagement Officer. They must have excellent project management, administrative skills, and experience in coordinating the work of an executive level leader in a complex organization. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Initiative, judgment, independent decision-making and constituent service skills are required.

 

The internationally recognized Illinois Mathematics and Science Academy® (IMSA) develops creative, ethical leaders in science, technology, engineering, and mathematics.  As a teaching and learning laboratory created by the State of Illinois, IMSA enrolls academically talented Illinois students (grades 10-12) in its advanced, residential college preparatory program. It also serves thousands of educators and students in Illinois and beyond through innovative instructional programs that foster imagination and inquiry (www.imsa.edu).

 

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse, and inclusive teaching and learning environment. Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential and execute our mission to advance the human condition.

 

This Equity and Excellence Work is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

 

This position will support IMSA's Equity and Excellence work by ensuring the delivery of quality, equitable, and inclusive support while promoting and maintaining an inclusive work environment and culture that embraces the diversity of people and perspectives collaborating at IMSA to ignite and nurture creative, ethical, scientific minds that advance the human condition.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. 

• Coordinate, schedule, and organize complex activities by orchestrating the schedule and calendar of the President, Chief Public Affairs, Development and Engagement Officer, Executive Director of Development, and Director of Diversity, Equity and Inclusion.
• Establish and confirm all appointments and prepare meeting materials, meeting rooms and follow-up for participants.
• Complete a broad variety of administrative tasks that facilitate the President and Public Affairs, Development and Engagement’s department’s ability to effectively lead the organization, including: 
  • Manage/assist with special projects and event planning; 
  • Evaluate and refine complex documents, reports, and presentations; 
  • Collect and prepare information for meetings with staff and outside parties; 
  • Support procurement processes;
  • Make travel arrangements and prepare itineraries. 
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature. 
  • Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect President’s style and organization policy.
  • Process and respond/route all mail and email and prioritize as appropriate.
  • Handle confidential and non-routine information.
  • Assist the President in working with lobbyists, engaging with legislators, and hosting visitors. 
  • Establish professional relationships with major constituencies and their Boards.
• Participate in working groups that serve to improve the Academy by way of achieving strategic and Equity and Excellence goals.
• Act as a liaison and provide support to the Board of Trustees, including but not limited to:
  • Arrange and handle all logistics for Board meetings and events: schedule meetings; develop, compile, and distribute presentation materials; be willing to serve as the Board Secretary, assist the President in preparing for executive committee, as well as, regular meetings of the Board of Trustees, including preparing agendas; attend all meetings of the Board of Trustees, including Executive Committee meetings, in ensuring good Board