Executive Assistant - University Marketing & Communications

Position Summary

The Executive Assistant, University Marketing & Communications (MarComm) provides comprehensive administrative and operational support to the Vice Chancellor and senior leadership team. Serving as the central hub for organization and communication, this role helps drive operational efficiency and ensures a smooth execution of critical departmental initiatives.

Job Description

Primary Duties & Responsibilities:

Leadership and Office Coordination

• Serve as a central point of contact between senior leadership and the broader office, helping to streamline communications, priorities and decision-making.
• Manage information flow, ensuring the right stakeholders/staff receive timely updates, background materials, and follow-ups.
• Support onboarding and orientation for new staff, ensuring smooth integration into the office culture and workflows.

Meeting and Project Support

• Prepare exec team for meetings by assembling briefings, background research, other materials as needed.
• Assist with tracking items and deadlines coming from leadership/exec team meetings and ensure accountability across teams.
• Assist with coordinating cross-team projects, ensuring alignment with VC, AVCs and SDO&A priorities

Operational and Event Support

• Manage confidential information with discretion and sound judgement (if necessary).
• Assist with expense reporting and budget tracking for exec team activities (travel, events, office operations).
• Support event planning and execution for exec team meetings, large staff meetings, etc.
• Interface with external partners and vendors, ensuring professional representation of the office.

Administrative Support

• Anticipate needs of senior leaders by proactively identifying scheduling conflicts, potential communication gaps and resource needs.
• Support office-wide culture and morale, coordinating recognition efforts (birthdays, weddings, births, etc.) and other staff engagement activities.
• Assist with communications projects as needed: presentations, correspondence with campus partners and other external stakeholders.
• Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions: Normal office environment. In the office Mon-Thurs, remote on Fridays.

Physical Effort: Typically sitting at desk or table

Equipment: Office equipment