Executive Administrative Assistant (Contractor)

Job Description

Job Description

Position Summary (3-month contract)

The Center for College Access and Success (CCAS) seeks a highly qualified, organized, detail-oriented, and proactive Executive Administrative Assistant to provide high-level administrative, strategic, and operational support to leadership, advancing the Center's educational access and equity mission through fundraising and strategic initiatives.

This position serves as a trusted partner and integral member of the Center for College Access and Success (CCAS) leadership team, providing essential operational and administrative support that advances the department's mission to ensure students and families have equitable access to educational resources, high-quality programming, and community services that promote academic success and college and career readiness.

The position's responsibilities are allocated on a 70/30 basis. Approximately 70% of the role is dedicated to providing executive administrative support to the Acting Director while overseeing day-to-day departmental operations and administrative processes. The remaining 30% focuses on fostering cross-departmental collaboration to support grant prospecting, proposal development, project administration, and compliance reporting, helping to advance the department's strategic priorities and long-term objectives.

The successful candidate will demonstrate exceptional organizational, communication, and interpersonal skills, with a high degree of professionalism, discretion, initiative, and attention to detail. The ideal candidate will be adept at managing multiple priorities, exercising sound judgment, and thriving in a fast-paced post-secondary education environment.

Essential Duties and Responsibilities

Executive Administrative Leadership Support (70%)

Provide administrative and strategic support to the Acting Senior Director in the following areas:

Communication

Serving as a primary point of contact for inquiries directed to the Acting Senior Director from university leadership, colleagues, faculty and staff, school administrators, community organizations, and funding partners.

• Managing and coordinating complex calendars, meetings, appointments, and daily priorities.
• Coordinating internal and external meeting schedules with administrators, colleagues, faculty, staff, advisory groups, committees, students, community partners, and funding organizations.
• Preparing agendas, presentations, reports, correspondence, meeting minutes, and executive communications.
• Recording, transcribing, and distributing meeting notes and action items as needed.
• Drafting, proofreading, and editing professional communications, reports, and other departmental documents.
• Screening and prioritizing communications while maintaining confidentiality and professionalism.
• Functioning as an essential member of the CCAS Grant Development Team

Project Management

• Monitoring project timelines, deliverables, and follow-up activities.
• Support continuous improvement initiatives within the department.

Event Planning

• Planning events and coordinating logistics for workshops, trainings, and professional development activities, as well as special projects with multiple departments and external partners that include engaging activities for students, families, and school communities

Travel

• Coordinating the Acting Director’s travel arrangements and processing related documentation and reimbursements in accordance with university policies

Data Management

• Organizing and maintaining confidential electronic and physical filing systems that contain sensitive information and require discretion and professionalism in accordance with university policies and applicable regulations.
• Support continuous improvement initiatives within the department.

Provide administrative and strategic support to the Senior Business Manager in the following areas:

Procurement and Acquisition

• Assisting with departmental budgeting, purchasing, and administrative documentation, including processing transactions related to staffing reimbursements and inventory management.
• Coordinating and circulating procurement documents, contracts, invoices, and vendor communications to secure departmental goods and services in accordance with university policies and procedures for approval and further processing.
• Coordinating departmental travel arrangements, services, and processing relative to documentation and reimbursements required in accordance with university policies and procedures.

Human Resources - Staffing

• Initiate requests to facilitate hiring processes in support of project programming.

Project Management

• Monitor project timelines, deliverables, deadlines, and follow-up activities to ensure timely completion as well as administrative projects and assignments.

Grant Management

• Assisting with active grant activities, including processing transactions related to staffing, purchasing, budgeting, and inventory management.
• Assisting with the development of departmental and grant budget templates, forecasting, tracking, and assessments.
• Assisting with the preparation, submission, and tracking of grant proposals.
• Coordinating grant documentation, supporting materials, and application timelines.
• Monitoring deadlines and ensuring timely completion of administrative projects and assignments.
• Monitoring and maintaining grant expenditures and supporting documentation to ensure compliance with funding requirements.
• Assisting with grant reporting, reimbursement requests, data collection, and documentation.
• Supporting budget monitoring and reconciliation activities.
• Preparing financial and programmatic reports for internal leadership and external funding agencies.

Data Management

• Organizing and maintaining confidential electronic and physical filing systems that contain sensitive information that requires discretion and professionalism in accordance with university policies and applicable regulations.
• Assisting with data collection and preparation of reports supporting departmental goals and strategic planning.
• Maintaining organized records for audits, monitoring visits, and compliance reviews.
• Supporting departmental assessment, reporting, and data collection efforts.

Grant Prospecting and Proposal Support (30%)

Support the identification, development, and submission of funding opportunities by:

• Researching and identifying potential federal, state, local, corporate, and foundation grant opportunities aligned with CCAS priorities.
• Monitoring grant databases, funding announcements, and philanthropic opportunities.
• Maintaining a grants calendar and tracking proposal deadlines, reporting requirements, and funding cycles.
• Assisting with the collection and organization of programmatic, budgetary, and institutional data required for grant proposals.
• Supporting the development, formatting, editing, and proofreading of grant narratives, attachments, budgets, and supporting documentation.
• Coordinating proposal development timelines and ensuring completion of required components prior to submission deadlines.
• Collaborating with university departments and external partners to gather information necessary for competitive proposals.
• Assisting with electronic grant submissions through sponsor portals and university systems.
• Maintaining grant records and documentation in compliance with university and sponsor requirements.
• Supporting post-award administrative activities, including reporting schedules and document management, as assigned.
• Preparing summaries of prospective funding opportunities and recommendations for departmental leadership.

Additional Responsibilities

• Perform related duties as assigned

Northeastern Illinois University's Center for College Access and Success is the largest school improvement organization in Chicago. Founded in 1978, the Center develops collaborative partnerships that engage the entire community to help students succeed academically and socially. The Center brings together teachers, parents and administrators, and staff from community agencies, universities, arts and cultural organizations, and businesses to share knowledge and resources.

Company Description

Northeastern Illinois University's Center for College Access and Success is the largest school improvement organization in Chicago. Founded in 1978, the Center develops collaborative partnerships that engage the entire community to help students succeed academically and socially. The Center brings together teachers, parents and administrators, and staff from community agencies, universities, arts and cultural organizations, and businesses to share knowledge and resources.