Executive Assistant to the Vice Chancellor for Advancement - OVCA

Position Summary The Executive Assistant to the Vice Chancellor for Advancement (EA) provides complex, extensive, and high-level administrative and professional support to the Vice Chancellor for Advancement (VC) in a fast-paced environment. Working independently, the EA is critical in creating, maintaining, and enhancing relationships and coordination between Advancement, the Chancellor's Office, and the University of Illinois Foundation (UIF). The position handles a wide range of highly confidential matters and provides information and services to a diverse spectrum of internal and external constituencies, requiring deep knowledge of University, UIF, and departmental policies. Duties Responsibilities Proactively and efficiently manages the VC’s daily, weekly, and monthly calendar, ensuring schedules are aligned with strategic priorities. Serves as the primary gatekeeper, managing access to the VC while maintaining a professional and welcoming environment. Collects and organizes comprehensive briefing and meeting materials for the VC, collaborating closely with the Advancement executive team and staff to ensure readiness. Manages all complex travel arrangements, itineraries, and associated logistics for the VC. Serves as the principal liaison between the executive team, the Chancellor’s Office, university colleagues, external groups, UIF staff, and internal staff to ensure seamless communication and operations. Identifies and prioritizes incoming communication, answers and routes phone calls/emails, handles wide-range information dissemination, and escalates urgent matters as needed. Reviews, assesses, routes, and monitors follow-up action steps on all correspondence related to VC and OVCA activities to ensure a timely and accurate workflow. Tracks all follow-up actions stemming from VC donor meetings. Enters detailed contact reports into the alumni and donor database (CRM), coordinates post-meeting correspondence with development officers, and assists in the delegation of subsequent action steps. Monitors activity reports and takes a proactive approach working alongside the VC to ensure fundraising objectives and strategic plans are consistently met. Schedules and facilitates all activities, logistics, and arrangements for VC-led advancement meetings and special events. Develops systems and procedures to manage presentation materials, handouts, graphics, catering, RSVPs, and audio-visual support. Responsible for taking official minutes when appropriate. Responsible for overall executive office management, including developing and optimizing office procedures, systems, and workflows. Gathers, analyzes, and synthesizes complex information required for administrative reporting and special projects. Purchases and maintains the inventory of supplies for the VC’s office. Utilizes multiple technical applications (word processing, CRM database, spreadsheets, presentations, and electronic calendars) to drive efficiency. Performs other related duties and participates in special projects as assigned. Perform other related duties and participate in special projects as assigned.