Administrative Assistant to the Chief Alumni Officer

ADMINISTRATIVE ASSISTANT to the Wheaton College Chief Alumni Officer

Job Overview

This position is responsible for all administration related to the Wheaton College Alumni Association (WCAA) Board of Directors and serves as assistant to the Wheaton College Chief Alumni Officer. Working in the historic offices of the former home to Wheaton College presidents, this person works extensively with senior administrative staff and many of our most loyal alumni. Required to work four WCAA Board weekends (September, November, February, April) and two reunion weekends (Homecoming in the fall and Alumni Weekend in May). This is a full-time position and pays $25-$27/hr. 

 

Duties and Responsibilities

Wheaton College Alumni Association (WCAA) – 

• Manages all administration of the WCAA Board of Directors: schedules, organizes, and attends four meeting weekends; prepares materials for committees, meetings and manuals; coordinates logistics for meals, housing, and on-campus meetings. 
• Organizes and implements grant, scholarship, and award applications for WCAA-designated programs, maintains files for these programs, and schedules interviews.
• Records official minutes of Board meetings.
• Prepares WCAA annual report and new Board member information for Wheaton magazine.
• Schedules WCAA Board functions as requested by the executive director, and maintains a four-year schedule for WCAA Board meetings.
• Oversees planning of Distinguished Service to Society and Distinguished Service to Alma Mater award programs.

 

Vocation and Alumni Engagement –

• Serves as administrative assistant to Chief Alumni Officer who oversees three areas: Alumni Association Board of Directors, Alumni and Parent Engagement, and Center for Vocation and Career.
• Manages Chief Alumni Officer’s calendar; works with colleagues, alumni, and parents to schedule individual and group meetings.
• Prepares files and related material for Chief Alumni Officer’s daily meetings.
• Accesses and handles confidential information with precision and care.
• Oversees Alumni/Parent Engagement $300,000 operations budget, including tracking expenses and moving funds as necessary. 
• Serves as office manager for Westgate and ensures this historic building is functioning properly, including overseeing work orders, storage, upkeep, and maintenance.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned. 

Qualifications

• Bachelor’s degree preferred
• Minimum of five years’ experience in a related professional field (office administration, event planning, project management)
• Excellent interpersonal, communication and organizational skills, and ability to handle multiple tasks simultaneously in a fast-paced environment 
• High attention to detail, commitment to excellent customer service
• Significant experience with MS Office Suite
• Some understanding of Wheaton College and Wheaton College Alumni Association is a plus

 

Physical Requirements 

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 10 pounds.

 

FLSA Status – Non Exempt

 

As a Christ-centered community, Wheaton College faculty and staff must affirm the College’s Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton’s Community Covenant, modeling these commitments for the Christian formation of our students.  Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice and unity.

 

Updated June, 2025