Executive Administrative Assistant
North Cook Intermediate Service Center
North Cook ISC is officially certified as a "Great Place to Work! Supervisor: Director or Education and Professional Learning Work Schedule: 260 days (12 months) FLSA status: Non-exempt Retirement : IMRF Essential Duties:
Event Coordination & Management
Event Coordination & Management
- Manage event postings and updates within the registration and event management system (currently Learning Stream)
- Maintain accurate and current event listings across external platforms, including IARSS, ISBE, and IAAMS
- Coordinate and manage professional learning space reservations using Google Calendar
- Prepare, set up, maintain, and reset meeting spaces for professional learning events
- Coordinate food and beverage orders, including delivery, setup, and post-event cleanup
- Prepare and organize event materials, including sign-in sheets, name badges, and participant resources
- Partner with presenters to coordinate logistics and support presentation needs
- Maintain organized and accurate records for all events
- Ensure a high-quality participant experience from registration through credit issuance
- Exercise sound judgment in the purchasing of event-related supplies and services
- Coordinate Administrator Academies in partnership with presenters, including scheduling, logistics, and execution
- Manage Administrator Academy scheduling and ensure accurate entry of credit into IAAMS
- Maintain organized digital and physical records for all events, including Administrator Academies, educator workshops, and information sessions
- Oversee compliance and documentation for all professional learning activities (on-site, off-site, and virtual), including Professional Development Hours (PDHs), Administrator Academies (AAs), and Continuing Education Units (CEUs)
- Manage contract development and workflow processes for all professional learning events
- Maintain accurate and up-to-date tracking systems using Google Sheets
- Utilize internal spreadsheet scripts to generate contracts and related documents efficiently
- Collect and process required tax documentation (W-9, 1099) for presenters and consultants
- Create and manage event-related entries within the NCISC accounting system
- Support financial processing associated with professional learning activities, including invoicing and payments
- Establish and maintain regular review processes to ensure timely and accurate payment for events, team work cycles, and consultants
- Partner with the Professional Learning team to support billing and contract management
- Monitor expenditures to ensure alignment with budgetary parameters
- Provide administrative coordination and support for the annual ROE/ISC grant, including required documentation and periodic reporting
- Collect, organize, and maintain data to support internal tracking and external reporting requirements
- Monitor grant-related timelines, deliverables, and compliance expectations to ensure timely submission and accuracy
- Support the promotion, registration, and coordination of the Administrator Mentor and Leadership Coaching programs for North Cook districts
- Maintain organized records for program participation, communications, and outcomes
- Verify that all Professional Learning department expenses are accurately coded and aligned to the appropriate budget accounts
- Assist in reconciling program budgets and tracking expenditures to support fiscal accountability
- Maintain inventory of supplies, snacks, and beverages across Professional Learning spaces
- Procure and restock supplies for the Professional Learning team
- Provide responsive support for ongoing and emerging team needs
- Carry out additional responsibilities as assigned
- High school diploma or equivalent required; Associate's degree or higher preferred
- Prior experience in an administrative, coordination, or similar support role
- Proficiency in Google Workspace (Docs, Sheets, Slides, Gmail, Calendar)
- Comfort learning and navigating new systems and tools, including Canva and electronic document management systems
- Strong organizational skills with the ability to manage multiple priorities with accuracy and follow-through
- Clear and effective written and verbal communication skills
- Ability to work independently while contributing to a collaborative team environment
- Strong attention to detail and problem-solving skills
- Blue Cross Blue Shield medical insurance (PPO, High Deductible, or HMO) at no cost for the covered employee. Dependent coverage is available at a cost share
- Metlife dental insurance at no cost for the covered employee (dependent coverage is available at a cost share)
- Participation in the Illinois Municipal Retirement Fund (IMRF) pension system
- Life insurance at 1x annual salary + $50,000 AD&D insurance
- 12 vacation days per year (increased with each year of employment until 20 days per year is reached)
- 12 paid sick days per year
- 2 personal days per year
- At least 12 paid holidays per year
- Access to the Employee Assistance Program (EAP)
- 403b/457b retirement savings plans available
- Some positions are eligible for tuition reimbursement
- IMRF enrollment required
Vacancy posted 5 days ago
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