Executive Administrative Assistant
Summary
The Executive Administrative Assistant for Enrollment, Marketing, and Communications provides comprehensive support for the day-to-day operations of the division. This role manages workflow systems, coordinates project intake, oversees budget tracking and financial processes, and supports the planning and execution of campus events. Serving as a central point of coordination, the Executive Administrative Assistant ensures projects progress efficiently and are completed in a timely and organized manner.
This position is expected to model The W&J Way by delivering exceptional, timely, and solution-oriented service to both internal and external constituents. The Executive Administrative Assistant fosters a welcoming and professional environment, communicates with clarity and kindness, anticipates needs, follows through on commitments, and contributes to a collaborative and positive workplace culture.
Duties and Responsibilities
Operations, Workflow, and Project Management
- Serve as primary administrative and operational support for the Enrollment, Marketing, and Communications division, ensuring seamless day-to-day operations.
- Manage and optimize the division's project management platform (e.g., Monday.com), including system organization, user support, and continuous process improvement.
- Coordinate inbound project requests, ensuring accurate intake, prioritization, and routing to appropriate team members.
- Monitor project progress, timelines, and deliverables; proactively identify and address bottlenecks or competing priorities.
- Develop, document, and continuously improve workflows, processes, and procedures to enhance efficiency and consistency.
- Ensure effective information flow across the division by maintaining organized systems, shared resources, and clear communication channels.
Financial & Budget Administration
- Support budget operations across Enrollment, Marketing, and Communications, including tracking expenditures, reconciling accounts, and maintaining accurate documentation.
- Process invoices, purchase orders, and payments in accordance with institutional policies and financial systems.
- Assist in preparing materials for monthly budget meetings, including compiling reports and supporting documentation.
- Maintain records of vendor contracts, invoices, and financial transactions to ensure compliance and accuracy.
- Identify cost-effective solutions and support responsible resource allocation across projects and events.
Project & Executive Support
- Coordinate divisional projects and initiatives, ensuring alignment with timelines, priorities, and institutional goals.
- Assist with executive calendars; schedule meetings; and coordinate logistics, materials, and follow-up actions as needed.
- Prepare, edit, and manage correspondence, reports, presentations, and meeting materials with a high level of accuracy and professionalism.
- Support Board of Trustees Enrollment Committee operations, including meeting coordination, materials preparation, and minutes management.
- Handle sensitive and confidential information with discretion and sound judgment.
Event Planning & Execution
- Support the planning and execution of divisional and campus events aligned with enrollment and institutional priorities.
- Assist with the management of event logistics, including space reservations, room setup, catering, technology, accessibility, parking, signage, and wayfinding.
- Assist with the develop of detailed event timelines, run-of-show documents, and contingency plans to ensure seamless execution.
- Manage event budgets, track expenses, and oversee ordering and inventory of supplies, materials, and branded items.
- Maintain and organize event signage, displays, and materials.
- Provide on-site assistance, coordination and leadership to ensure a polished, professional, and welcoming experience.
- Prepare post-event reports with recommendations made by the committee to inform continuous improvement.
Collaboration, Communication & Service Excellence
- Serve as a central point of contact for internal and external stakeholders, ensuring professional, timely, and solution-oriented communication.
- Act as a liaison between internal teams and external vendors to support project execution and financial processes.
- Collaborate across departments to ensure alignment with institutional priorities and initiatives.
- Support data collection and reporting related to enrollment, marketing performance, and campaign outcomes.
Commitment to The W&J Way
- Model The W&J Way by delivering exceptional, responsive, and detail-oriented service in all interactions.
- Foster a welcoming, professional, and inclusive environment that reflects the College's values of respect, hospitality, and care.
- Anticipate needs, proactively resolve challenges, and follow through on commitments with accountability and integrity.
- Ensure every interaction and event experience reflects the standards of excellence, professionalism, and collaboration that define W&J.
Qualifications
- Bachelor's degree in business administration, marketing, communications, or a related field.
- 2-4 years of experience in operations, project coordination, budget support, or a related role.
- Experience with project management tools (e.g., Monday.com, Asana, Trello) preferred.
- Familiarity with budget tracking, invoice processing, and financial reporting processes.
- Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
- Keen attention to detail and accuracy, particularly in financial and operational tasks.
- Excellent communication and interpersonal skills, with the ability to work effectively across teams.
- Ability to identify process improvements and implement efficient workflow solutions.
- Proficiency in Microsoft Office 365 and other relevant systems.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Ability to work evenings and weekends as required for campus events.
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