Executive Assistant, Student Life

Position Description

Position Reports To: Vice President of Student Life

Department: Student Life

Position Summary:

The Executive Assistant represents the Vice President of Student Life to various internal and external constituencies, including Student Life personnel, the University's executive leadership, the Board of Trustees, families, and students. The Executive Assistant directs key administrative operations, focusing on leading and managing special projects for the division, maintaining confidential information and communications, coordinating schedules, and managing financial and budgetary processes for the Vice President's Office. This is an in person on campus non-remote position.

Job Responsibilities

Provide high-level, high-touch, and confidential administrative support to the Vice President for Student Life -- including, but not limited to: managing, prioritizing, and addressing inquiries to the Vice President from internal/external constituencies; leveraging the Student Life team by deploying internal/external inquires to the appropriate team member; schedules and arranges the Vice President's professional travel; assists with the recruitment process for key positions within the Vice President's purview; makes evaluation of the demands for attention of the Vice President in order to conserve the supervisor’s time; assist the Vice President with the management of email and social media messages; scheduling appointments and meetings, and managing Vice President's Office and Division-wide calendars.
Provides effective liaison between the Vice President and other Executive Offices and departments of the University, especially the units within the Division of Student Life - manages email groups and communications with both Student Life directors and the entire Division; schedules Student Life directors' meetings and manages the agenda and minutes for the meeting; assist the Vice President in preparation for a variety of meetings and presentations, including to the University Senate, Executive Cabinet, and various Committees; and schedules and makes facility arrangements for events and programs out of the Vice President for Student Life office.
Maintains all communications with appropriate committees of the Board of Trustees - coordinates correspondence to the committee and provides meeting dates and takes accurate minutes; manages all correspondence through the Board portal; coordinates/prepare presentations by Student Life personnel to the board committee; and assists the Vice President with presentations on topics before the full Board.
Directly manages the operating budget of the Vice President- serves as the signature authority for these accounts, ensuring all invoices and charges are assigned to the appropriate accounts and coordinates requisitions and management of the Vice President's capital budget.
Assists the Vice President in preparation for the annual budget process, such as ensuring Student Life directors submit budget requests on time and compiles budget information for the Vice President in advance of budget meetings.
Maintains a welcoming and professional office environment - operates various office equipment and is proficient with the different systems and platforms used; coordinates office coverage at all times and during all University standard business hours; and hires and trains work-study students.
Ensures student personnel reflect the appropriate professional etiquette for a Vice President's office.
Lead the coordination of division events and meetings.
Plan for logistics, catering, marketing, technical functions, and other aspects of division events and support the Vice President and senior division leadership with hosting and event planning responsibilities.
Maintain office supply inventory and office equipment.
Order supplies and request service for office equipment and telephones when needed.
Maintain proficiency in the use of software/technology systems and applications.
Participate in ongoing training to maintain competency in new technologies.
Other duties and special project as assigned.

Requirements

HS Diploma or GED
Vocational or Technical Training
5+ years of experience delivering high-level administrative and executive support in fast-paced environments, with a strong track record of supporting senior leadership.
Experience managing complex calendars, scheduling, and executive-level meetings.
Strong project management and organizational skills with the ability to manage multiple priorities simultaneously.
Experience handling confidential and sensitive information with discretion and professionalism.
Excellent written and verbal communication skills.
Strong interpersonal skills and ability to interact effectively with diverse stakeholders, including executives, trustees, students, families, and staff.
Proficiency with office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, One Drive) and virtual meeting platforms.
Experience coordinating events, meetings, and special projects.
Financial and budget management experience, including tracking expenses, processing invoices, reconciling accounts, and monitoring budgets.

Preferred

Associate’s Degree, vocational or technical school degree
Bachelor’s Degree

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