Ex Asst. to General Counsel & VP of Admin in Galesburg, Illinois at Knox College
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Job Description
Purpose:
The Executive Assistant provides high-level administrative, organizational, and operational support to the General Counsel and VP of Administration at Knox College.
Summary of the position:
This position serves as a trusted administrative partner and a point of contact for faculty, staff, students, trustees, alumni, parents, donors, community partners, and other constituents. The Executive Assistant manages a complex and frequently changing schedule, coordinates meetings and institutional events, prepares correspondence and briefing materials, maintains confidential information, and ensures that the executive's priorities are carried out effectively. The successful candidate will demonstrate exceptional judgment, discretion, organization, communication skills, and the ability to work effectively in a collaborative academic environment.
Key Responsibilities:
Executive Support:
- Provide comprehensive administrative support, anticipating needs and helping manage competing priorities.
- Maintain and manage a complex calendar, including meetings, appointments, travel, events, and institutional commitments.
- Coordinate meetings and prepare agendas, briefing materials, presentations, correspondence, and other documents.
- Monitor follow-up items and deadlines resulting from meetings and executive priorities.
- Screen, prioritize, and respond to inquiries and correspondence as appropriate.
- Prepare and proofread letters, reports, presentations, memos, and other communications.
- Exercise sound judgment regarding matters requiring the executive's attention and appropriately route issues to other offices or individuals.
- Meeting and Event Coordination:
- Schedule and coordinate meetings involving senior administrators, faculty, staff, trustees, students, alumni, donors, and external partners.
- Prepare meeting agendas, materials, attendance lists, and follow-up communications.
- Serve as a point of contact for both internal and external campus events.
- Support Board of Trustees and committee meetings, as assigned.
- Communication and Relationship Management:
- Establish and maintain effective working relationships with faculty, staff, students, trustees, alumni, parents, donors, and community members.
- Handle sensitive inquiries and communications with professionalism and discretion.
- Draft and coordinate internal and external correspondence on behalf of the executive.
- Communicate institutional information accurately while maintaining appropriate confidentiality.
Administrative and Operational Support:
- Maintain organized electronic and physical files, records, and confidential documents.
- Process invoices, contracts, forms, and other administrative documents.
- Assist with special projects and institutional initiatives requiring coordination across multiple departments.
- Utilize institutional software, calendars, databases, communication platforms, and other technology effectively.
- Institutional and Special Projects:
- Conduct research and gather information to support executive decision-making.
- Prepare background materials, reports, and briefing documents.
- Track institutional initiatives and action items on behalf of the executive.
- Coordinate projects involving multiple offices or constituencies.
- Represent the executive office on committees or working groups when appropriate.
- Perform other duties as assigned.
- Support to the Office of Civil Rights Compliance and Title IX (10-12 hours / week):
- Manage calendars and schedule meetings.
- Assist Director and Associate Director in educating the Knox community about policies & procedures regarding discrimination and harassment.
- Submit to the Office of Communications revisions to the Knox Website.
- Track reports and other information to assist with Clery and Illinois reporting requirements.
- Support the Dare2Care peer educators in providing programming and events.
- Collaborate with athletics for student-athlete NCAA Attestation.
- Create and track mandatory new student / transfer student training modules.
- Manage contract payment process for speakers, entertainers, and other outside vendors.
- Meet with students, staff, and faculty to receive discrimination & harassment disclosures and explain resolution process options.
Disclaimer
The above information is intended to describe the general nature and level of work being performed by people assigned to this position. It is not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified. Other duties may be assigned at the discretion of the leadership, director, or manager.
Knowledge, Skills and Abilities:
- Discretion and judgment: Ability to manage confidential information and sensitive situations appropriately.
- Executive presence: Professional, polished, and comfortable interacting with individuals at all levels of an institution.
- Organization: Ability to manage complex schedules, competing priorities, and detailed logistics.
- Communication: Strong writing, editing, listening, and interpersonal skills.
- Initiative: Ability to anticipate needs, identify solutions, and work independently.
- Collaboration: Ability to build productive relationships across academic and administrative areas.
- Adaptability: Comfort working in an environment where priorities and schedules may change quickly.
- Service orientation: Commitment to providing responsive, respectful, and professional support to internal and external constituents.
- Ability to learn and effectively use new systems and tools.
- Exceptional organizational and time-management skills.
- Excellent written, verbal, and interpersonal communication skills.
- Demonstrated ability to handle confidential and sensitive information with discretion.
- Strong attention to detail and commitment to accuracy.
- Ability to manage multiple priorities, meet deadlines, and remain composed in a fast-paced environment.
- Strong proficiency with Google Workspace, calendar management, video conferencing, and other common administrative technologies.
- Ability to exercise independent judgment and anticipate needs while knowing when to seek guidance.
Minimum Experience Required:
- Demonstrated experience supporting a senior executive, administrator, leader, or similarly demanding professional environment.
Minimum Education Required:
- Bachelor’s Degree or equivalent combination of education and relevant experience.
Summary Pay Range: Compensation and benefits offered may vary depending on multiple individualized factors, job level, market location, job-related knowledge, skills, individual performance, and experience. Please note that pay is only one component of total compensation.
Benefits:
Health Insurance
Dental
Vision
FSA/ HSA/ FSA Dependent Care
Employer Paid Basic Life & LTD
Voluntary Life
Retirement Plan
Paid Time Off
Employee Assistance Program
Parental Leave
In keeping with its commitment to equal rights since it was founded in 1837, Knox College particularly welcomes applications from members of underrepresented groups. Knox College does not discriminate on the basis of sex, pregnancy, gender identity or expression, race, color, creed, national or ethnic origin, religion or religious affiliation, sexual orientation or preference, age, marital or family status, disability, veteran status, or other status protected by applicable federal, state, or local law in admission, financial aid, employment, athletics, or any other aspect of its educational programs or activities. In addition, Knox College is prohibited by Title IX of the Education Amendments of 1972 and its accompanying regulations from discriminating on the basis of sex.
The College official responsible for coordinating compliance with this Notice of Non-Discrimination is the Director of Civil Rights & Title IX Compliance. Any inquiries regarding policies that prohibit discrimination and harassment, including Title IX sexual harassment, as well as the policy prohibiting hazing, should be directed to the Director of Civil Rights and Title IX Compliance identified below. Staff in the Office of Civil Rights & Title IX Compliance are available to meet with or talk to students, staff, and faculty regarding issues relating to this Notice of Non-Discrimination and the College’s policies and procedures.
Director of Civil Rights & Title IX Compliance
Old Jail 12 | Campus Box K-209
337 South Cherry Street
Galesburg, IL 61401
Phone: 309-341-7751
Email: cultureofrespect@knox.edu
Inquiries about the application of Title IX to Knox may be referred to the Director of Civil Rights & Title IX Compliance, the United States Department of Education’s Assistant Secretary for Civil Rights, or both. Individuals may also contact the U.S. Department of Education's Office of Civil Rights for additional information.
Office for Civil Rights
U.S. Department of Education-Chicago Office
500 W Madison St., Suite 1475
Chicago, IL 60661-4544
Phone: 312-730-1560
Email: ocr@ed.gov
Inquiries regarding the College’s policies regarding the Americans with Disabilities Act of 1990 (“ADA”), or Section 504 of the Rehabilitation Act of 1973 (“Section 504”) should be directed to the ADA/504 Coordinator identified below:
Knox College ADA/504 Coordinator
Jennie Hemingway, PhD
Old Jail 12 | Campus Box K-209
337 South Cherry Street
Galesburg, IL 61401
Phone: 309-341-7751
Email: jhemingway@knox.edu
Employees requesting accommodations may contact:
Human Resources
52 W South St., Alumni Hall, Suite 100 | Campus Box K-200
Galesburg, IL 61401
Phone: 309-341-7162 or 309-341-7543
Email: hr@knox.edu
Students requesting accommodations may contact:
Director of Disability Support Services
Patricia Harden
Umbeck Science and Math Center E111 | Campus Box K183
340 South West Street
Phone: 309-341-7478
Email: pharden@knox.edu
Artificial Intelligence (AI) tools may be used in certain aspects of the candidate review process for this position; however, all employment decisions will be made by a human.