Executive Assistant

Job Description Summary

The Executive Assistant provides complex and extensive administrative and professional support to the Vice President, Student Affairs and Dean of Students and the Assistant Vice President/Dean of Campus Life. This role manages business operations, facilitates workflow, and oversees access to the VP and AVP; develops systems and procedures to support special projects, reports, and presentation materials; and coordinates highly visible meetings and events. The position also supports divisional operations by coordinating scheduling for divisional events and leadership meetings, managing the divisional email account, and ensuring effective communication and information flow across the division. Additionally, the role assists with parent communications, both individual and collective, as well as broader divisional communication efforts.

Essential Duties

• Administrative Management: Assist in the preparation of analysis, reports and presentations to the Board of Trustees and various other internal and external audiences. Serve as point of contact for VP, directing calls and visitors as needed. Uses discretion to make inquiries and assessments to resolve or expedite matters. Performs extensive calendar management for VP and AVP. Manage workflow of special projects.
• Communications: Compose and edit correspondence, manage distribution of communication material, research and compile material for meetings, may attend meetings and take and distribute minutes. Serve as ambassador for the VP. Design, write, and distribute email content for bimonthly division newsletter and manage subscriber list.
• Data Management: Maintain electronic filing systems.
• Program Management: Arrange meetings and events. Compile meeting information and RSVPs and operate as liaison with internal departments to arrange room sites, etc.
• Financial Management: Manage department budget(s), order supplies, monitor expenses and prepare expense reports. Monitor and analyze department spending on monthly basis and create long-term forecasts for the division. Reconcile travel and spending for VP and AVP.
• May hire, train, track hours, and supervise student, temporary or administrative workers.