"Executive Assistant to the Chief Marketing Officer"

Executive Assistant to the Chief Marketing Officer

JOB SUMMARY: The Executive Assistant plays a vital role on the Marketing & Communications team, providing high-level administrative, operational, and project support to ensure the department runs seamlessly. Reporting directly to the Chief Marketing Officer (CMO), this position requires a proactive, detail-oriented professional who thrives in a fast-paced, collaborative environment. This position will manage executive scheduling, departmental operations, communications, and special projects while helping advance the team's mission to deliver clear, consistent, and unified branding and messaging for the Gustavus Adolphus College community.

Employment Status: Full-time (1.0 FTE), Non-Exempt (Hourly), and Benefits-Eligible

Pay Range: $19.00-25.00 per hour

The compensation offer will be based on factors such as experience, education, licensure, certifications, skills, and business needs.

MAIN RESPONSIBILITIES:

Executive & Departmental Support

• Provide direct support to the CMO, including scheduling, meeting preparation, and follow-up.
• Manage the Marketing & Communications departmental calendar.
• Support budget processes, including tracking, reconciliation, and expense reporting.
• Handle office management functions such as supplies, equipment, filing systems, and on-site administrative needs.
• Coordinate departmental travel arrangements and conference planning.
• Participate in departmental meetings, creating agendas, taking notes, and action-item recaps.

Communication & Coordination

• Draft, proof, and send internal and external communications, including emails, thank-you notes, and follow-up correspondence.
• Monitor and respond to inquiries in the department email inbox and phone line.
• Support cross-team workflow by assisting with project oversight and deadlines.
• Assist with media relations coordination, including outreach support and on-site logistics for media opportunities.
• Assist in nurturing and maintaining relationships with external partners and vendors.

Content & Project Support

• Prepare presentation materials, including slide decks (Keynote, PowerPoint, Google Slides) and talking points.
• Create graphics and simple visual assets (e.g., Canva) for presentations or communications.
• Curate, write, and proof special projects and departmental communications.
• Organize and maintain resource libraries and materials for easy staff access.
• Support execution of marketing partnerships and ad buys, including asset delivery and monitoring.
• Maintain dashboards to measure impact and pull insights.
• Contribute to periodic updates and reports highlighting department impact across campus.

Meeting & Program Support

• Provide logistical support for Marketing & Communication on-campus meetings, events, and departmental initiatives.
• Assist with planning and execution of special marketing projects and campaigns.

Other duties as assigned.

Prerequisites

MINIMUM QUALIFICATIONS:

• Bachelor's degree in marketing, communications, journalism, public relations, English, business administration, or related field.
• Minimum 5 years of professional administrative experience, preferably in a marketing, communications, or higher education setting.
• Demonstrated ability to manage multiple projects, prioritize effectively, and meet deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including proficiency in AP style.
• Advanced proficiency with Google Suite.
• Experience with budget tracking, credit card reconciliation, and office management systems.
• Familiarity with content management systems (e.g., Drupal) and email communication platforms.
• Ability to work independently, anticipate needs, exercise confidentiality & discretion, and demonstrate sound judgment.
• Detail-oriented, creative problem-solver with strong organizational skills.
• Collaborative team player with the ability to build and maintain relationships across diverse stakeholders.

Application Procedures:

To apply for this position, please continue the process on our website, www.gustavus.edu/humanresources/employment to complete the online application, submit your resume, and a cover letter.

Gustavus offers competitive and comprehensive benefits which include:

• Medical insurance (which includes access to Nice Healthcare) as well as dental, vision, and life insurance
• Workplace accommodations for physical or mental health concerns
• Onsite health services
• Free parking, exercise classes, and use of library and athletic facilities
• Paid parental leave
• Employer contribution to retirement savings plan (after one year of employment)
• Tuition scholarships for dependents
• Tuition benefit plan for employees and spouse
• 13 paid Holidays + generous PTO plan

Contact
Anna Deike | adeike@gustavus.edu | 507-933-7540