Executive Administrative Assistant

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

• 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

Administrator Academy & Professional Learning Documentation

• 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)

Contract & Financial Processing

• 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

Program & Grant Administration

• 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

Office & Team Support

• 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

Qualifications

• 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

Please see attached job description

Full-time (12 month) employees of the North Cook Intermediate Service Center are eligible for the following benefits:

• 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