"Executive Assistant to the VP of Advancement, Marketing & Communications (FT)"

JOB DUTIES

The Executive Assistant provides high-level administrative and operational support to the Vice President for College Advancement, Marketing & Communications. This position serves as a central point of contact for internal and external stakeholders and acts as the primary liaison to the Mercer County Community College (MCCC) Foundation Board of Directors. The role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is illustrative ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.

Support for the Vice President of College Advancement, Marketing & Communications

• Serve as a primary point of contact between the Vice President and internal/external stakeholders, ensuring clear communication and effective follow-through.
• Screen and prioritize incoming emails, calls, and requests, responding or redirecting as appropriate.
• Manage and maintain a complex and dynamic calendar, including scheduling meetings, vendor appointments, donor visits, events, internal briefings, and travel arrangements.
• Handle confidential and sensitive information with the utmost discretion; organize and maintain secure files, records, and databases.
• Prepare briefing materials, presentations, and reports for internal and external meetings.
• Coordinate logistics for meetings and events, including room reservations, AV setup, catering, and preparation of materials.
• Prepare and process expense reports, travel reimbursements, and other financial documentation.
• Produce, edit, and proofread call reports, correspondence, and letters; process finalized materials for distribution and archiving in Outlook and OneDrive.
• Assist with donor stewardship activities, including acknowledgments, thank-you letters, event coordination, and special communications.
• Schedule and facilitate meetings in person and virtually (e.g., Zoom, Microsoft Teams).
• Coordinate staff participation and ticket registration for community events and programs.
• Represent the Office of Advancement, Marketing & Communications in a professional, customer-focused, and service-oriented manner.

Foundation Board Relations Support

• Liaison and point of contact for Foundation Board members, managing communications, inquiries, and requests professionally and promptly.
• Plan and execute all aspects of Foundation Board and committee meetings, including scheduling, logistics, room booking, AV setup, catering, preparation of agendas, and compilation/distribution of meeting packets.
• Record, finalize, and distribute accurate meeting minutes to ensure timely documentation of board discussions and decisions.
• Provide administrative support to Board officers and committee chairs, including scheduling conference calls and coordinating follow-ups.
• Maintain accurate Board records, including member contact lists, attendance, governance documentation, and reports.
• Support onboarding and orientation processes for new Board members.
• Coordinate campus tours, special visits, and events for Foundation Board members.
• Maintain the Foundation Board repository, ensuring all documents, reports, and bios are current and accessible.
• Manage electronic voting processes for Foundation Board actions.
• Perform other related duties as assigned.

SUPERVISORY RESPONSIBILITIES

None

BENEFITS

https://www.mccc.edu/hr/employees/benefits.shtml

WORKING CONDITIONS

Please note that assigned tasks and responsibilities span both campuses for all MCCC positions. This position may require a flexible work schedule, including evenings and weekends.

ADA AND OTHER REQUIREMENTS

Positions in this class typically require: ability to use a key board, hearing, seeing and repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

KNOWLEDGE, SKILLS & ABILITIES

• Demonstrated experience supporting senior executives, volunteers, and board members.
• Proven ability to manage confidential and sensitive information with discretion and professionalism.
• Excellent organizational and time-management skills; able to prioritize and manage multiple tasks and deadlines effectively.
• Strong written and verbal communication skills, with meticulous attention to detail.
• Proficiency with Microsoft Office Suite, Outlook, Zoom, Microsoft Teams, and other web-based scheduling and meeting platforms.
• Ability to establish and maintain positive, collaborative relationships with diverse internal and external stakeholders.
• Demonstrated ability to differentiate between staff and board roles and to navigate complex governance environments effectively.
• Strong problem-solving and analytical abilities with a proactive approach to task completion.

REQUIRED QUALIFICATIONS

• Associate's Degree from an accredited educational institution.
• Experience as an executive assistant and/or project manager.
• Strong analytical, organizational, and problem-solving skills.
• Experience working in a fast-paced, deadline-driven environment.
• Proficiency with Microsoft Office Suite and virtual collaboration tools.

PREFERRED QUALIFICATIONS

• Bachelor's Degree in a related field from an accredited educational institution.
• Three (3) to five (5) years of experience as an executive assistant and/or project manager.
• Demonstrated experience supporting or managing boards of directors, including governance documentation, policies, and procedures.
• Experience supporting fundraising, donor relations, or advancement activities.
• Prior experience in higher education, nonprofit, or similar organizational settings.