Executive Administrative Assistant - Adler University in Chicago Illinois

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Adler University

Chicago, Illinois 60602

United States

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Detailed Job Description

Adler University is the leading academic institution advancing socially responsible practice, healthy communities, and a more just society.  Adler University was founded on an important idea: Our health resides in our community life and connections. This is what drives our groundbreaking curricula and commitment to social responsibility, from our campuses in downtown Chicago and Vancouver and through Adler Online. We work with those courageous enough to want to change the world.  Our doctoral and master's programs—many of them nationally recognized in fast-growing fields—prepare students to lead social change in the fields of psychology and mental health, criminal justice and public safety, business, public policy, and advocacy. 

We are committed to quality through continuous process improvement and personal accountability.  As a result, we seek professionals, who embrace life-long learning, present proactive solutions and drive results to support social responsibility from the classroom to the community. 



The Executive Administrative Assistant provides a wide range of administrative and executive support functions to the Office for Institutional Advancement serving as a significant point of contact between the Vice President and all members of the Adler School and external community.  The Assistant shall serve primarily as a manager of important comprehensive campaign tasks working in tandem with the volunteer leadership, staff, and outside consultants to execute strategy, support, and assist in managing each part of the campaign in the capacities outlined below.  The Assistant will work with limited direction from leadership and will manage his/her areas of responsibilities. This position reports to Vice President for Institutional Advancement.



  • Primary responsibility for managing operational aspects of a comprehensive fundraising campaign to raise $10 million.
  • Oversee Campaign Tracking and reporting– plan, implement and provide analysis and                         reporting on results
  • Develop and revise campaign timelines, status reports and prospect management                      reports under the direction of Vice President, Anthony Chimera, and campaign                        counsel.
  • Research and identify donor prospects.
  • Write and produce donor acknowledgement letters, correspondence and field reports.
  • Manage efforts of volunteer campaign leadership bodies, entailing prospect status                    management, communications support, and staffing key campaign committees.
    • Facilitate sharing of information among staff and volunteer leadership.
    • Work closely with programmatic and executive staff to integrate campaign messages   and updates into communications materials and events.
    • Assist with logistics for all campaign donor related events, including guest attendance, invitations, vendor research and arrangements, audio-visual services, entertainment, table arrangements, registration process and day-of-event logistics
    • Assist with print projects for all campaign related events including providing templates, follow-up on print deadlines, prepping projects and/or coordinating with volunteers
    • Respond to inquiries for all community fundraising events
    • Other duties as assigned


  • Manage communication (mail, phone, fax, email, personal appointments) to and from the Office for Institutional Advancement
  • Maintain confidential information regarding executive, administrative and Institutional Advancement affairs
  • Provide organizational and writing support
  • Track expenses and finances through check request, reimbursements, expense reports and credit card bill reconciliation
  • Maintain records of regular event planning, including financial records, professional contacts, etc.
  • Maintain the professionalism and service culture of the Office for Institutional Advancement and Adler School learning community
  • Support initiatives across the Office for Institutional Advancement
  • Coordinate updates for the Adler School website
  • Assist with official correspondence from the Office for Institutional Advancement
  • Manage schedules of the Vice President for Institutional Advancement
  • Serve as liaison between the Office for Institutional Advancement and outside parties to schedule meetings, events, travel, etc.
  • Coordinate events, including off-site team building activities, special presentations, etc.
  • Provide support across the Office for Institutional Advancement through the proficient use of technology including Microsoft Word, EXCEL, and Power Point
  • Demonstrate interest and willingness to learn additional computer software programs to support projects and initiatives within the Office for Institutional Advancement as needed


  • Minimum 5+ years of administrative experience required
  • Bachelor’s degree required, Advanced degree preferred; higher education experience, a plus
  • Exhibits excellent written communication skills, including the ability to persuade and attention to detail, good spelling and grammar
  • Strong oral communications skills, including a professional telephone manner
  • Ability to work with a high degree of accuracy and attention to detail
  • Able to manage logistics in an efficient, organized manner
  • Computer literacy including proficiency in Microsoft office products WORD, EXCEL, Power point, ability to enter and generate fund raising reports for campaign leadership; experience with Raiser’s Edge, a plus
  • Good command of internet usage
  • Professional, positive demeanor, and poise; superior customer service skills
  • Exhibits self-drive, flexibility, maturity and decision-making skills
  • Ability to work collaboratively and productively with volunteers, staff and the public
  • Ability to manage extensive workload, meet deadlines, and function both as an effective team member and autonomously in a fast-paced environment
  • Ability to multitask, as well as handle interruptions and adjustments to priorities
  • Experience with travel coordination and scheduling
  • A demonstrated commitment to diversity and inclusion is essential, as is knowledge and commitment to the School’s mission and vision

Equal Opportunity Employer

It is the policy of Adler School of Professional Psychology that all persons are entitled to Equal Employment Opportunity (EEO) protection. The School does not discriminate against any individual for employment because of age, religion, race, color, gender, gender identity, sexual orientation, national origin, ancestry, marital status, physical or mental disability, military status (including unfavorable discharge from the military), or any other category protected by federal, state, or local law.

Keyword Phrases

  • executive assistant
  • communication skills
  • engaging
  • administrative skills
  • organized
Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: At least 5 years
Level of Job: Analyst / Staff
Salary: Commensurate with Experience
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter
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