Closing Date: 11/15/2025
Working Title: External
Affairs Executive Assistant
Salary Range
50,000 Annual
Employee Class: Civil
Service
Department: Marketing & Communications
Full-time/ Part-time:
Full-time
Specialization
- Experience in professional marketing/communication-experience that required writing
for multiple channels (e.g., press release, social media) - Experience/Knowledge in developing marketing
materials
Hours Per Week: 40
Standard Work Week
M – F, some weekends &
nights
Benefits
This position is eligible for health, dental, life insurance and other benefits through
Chicago State University. Click here for a complete list of benefits: https://csu.edu/humanresources/benefits.htm
Job
Summary
Chicago State University (CSU) is the only four-year Predominantly Black Institution (PBI) in Illinois, playing a
critical role in the socioeconomic and racial diversity of the state’s workforce. The Office of External Affairs is pivotal to the
university’s success, responsible for informing public policy, building the university’s profile, and facilitating robust internal
communication. The Office of External Affairs is seeking values-driven individuals committed to working collaboratively in a fast-paced
environment. The External Affairs Executive Assistant plays an integral role in the Office’s success. The Executive Assistant will not only
keep the department running smoothly but is also responsible for a variety of projects in the Office of External Affairs. The External
Affairs Executive Assistant will oversee office management, purchasing, invoicing, and vendor management, events management, External
Affairs project intake, department scheduling and operations management, and support department projects. Support will include copy-editing,
event planning, scheduling, and email and social media correspondence and distribution. Strong candidates are detail-oriented, a team
player, excellent communicators, and strong project managers.
Job Description
- Operations management,
including purchasing, vendor management, maintaining the office and university calendar, managing stakeholder databases, overseeing the
office’s scheduling and project request intake process - Event management, including leading the organization and implementation of
large-scale events. - Provide project leadership and support as needed, which will include staffing the internal listservs, designing
documents, proofreading, and monitoring the university’s social media campaigns - The External Affairs Executive Assistant is a
result-focused, highly organized self-starter who works well with others and independently.
Minimum
Qualifications
- Bachelor’s degree or equivalent work experience
- One (1) year (12 months) of professional work
experience in communications, promotions, event planning and/or office management - Based on position requirements, additional
education, training, and/or work experience in the area of specialization inherent to the position, may be required.
Note: Master’s
Degree in an area consistent with the duties of the position may be substituted for one (1) year (12 months) of work
experience.
Preferred Qualifications
One or more years of experience with products in the Adobe Creative
Suite and Microsoft.
Knowledge, Skills and Abilities
- Ability to work collaboratively in a fast-paced
environment while maintaining attention to detail and organizational efficiency - Strong project management skills with the ability to
handle multiple initiatives simultaneously, including project intake, tracking, and completion - Excellent written and verbal
communication skills, including copy-editing, professional correspondence, and the ability to communicate effectively across various
stakeholders - Proficiency in office management functions, including purchasing, invoicing, vendor management, and departmental
operations coordination - Event planning and management expertise, from initial planning through execution and
follow-up - Department scheduling and calendar management capabilities to support multiple team members and competing
priorities - Knowledge of computer hardware and software, including relevant applications and programming for data entry, information
processing, and system configuration - Experience with email management and social media correspondence and
distribution - Strong team collaboration skills with a commitment to supporting departmental goals and organizational
values - Ability to serve as a key operational liaison, ensuring smooth daily operations and interdepartmental
coordination - Flexibility and adaptability to take on additional tasks and responsibilities as they arise to support department
needs
Physical Requirement/ Demands
Sedentary work that primarily involves
sitting/standing
Work Environment
General office work environment
No adverse environmental conditions
expected
Source ⇲
