Executive Assistant - Marketing & Strategic Communications

Duties and Responsibilities Administrative Support to the Vice President

• Manages the administrative and project management support of the Vice President including complex calendar management and scheduling, planning meetings, and making travel arrangements as needed.
• Plans and coordinates multiple meetings and other activities involving various on and off-campus groups.
• Reviews and prepares a wide range of divisional and across campus correspondence and communications for distribution.
• Assists with the development and distribution of presentation materials and reports for the Board of Visitors, academic and administrative groups, divisional meetings, and other events as needed.
• Provides project management support for assigned projects.
• Serves as liaison for the Division of Marketing and Strategic Communications.
• Exercises independent judgment to address shifting and multiple priorities and crisis situations/issues.
• Independently performs multiple, complex administrative and fiscal responsibilities for its respective department/offices.
• Manages and tracks division projects and assignments to ensure deadlines and priorities are met.
• Serves as the first point of contact for campus partners (vice presidents, deans, faculty, staff, etc.), students, visitors, media outlets, external community, and vendors/agencies.
• Provides professional and courteous customer service to internal and external constituents of the university.

• Manages budgets for the Division of Marketing & Strategic Communications and develops budget tracking spreadsheets.
• Processes and coordinates efforts for annual updates of signature sheets, budget access, and annual reports.
• Submits work orders and motor pool requests for the Division of Marketing & Strategic Communications as needed.
• Maintains knowledge of university budget policies and procedures, including purchase requisitions, travel authorizations, monthly budget reconciliations, and other reimbursements.

• Distributes information on various events to departments within the respective divisions and elsewhere on campus as directed.
• Serves as primary contact to internal and external constituents with professionalism and discretion on behalf of Vice President, including the Board of Visitors, university officials, peer institutions, and other organizations.
• Disseminates timely information to ensure departments within its own division and other respective divisions are well informed.
• Updates and maintains the Vice President's websites as needed.

• Serves as the administrative lead for staff hiring within the Division of Marketing & Strategic Communications.
• Schedules interviews, assembles interview packets (recruitment materials and interview questions), and reserves interview space as needed.
• Completes ePAR entry for new hires and other personnel actions.
• Submits wage employee timesheets.

• Extensive experience in an executive-level office environment.
• Knowledge of effective office management practices.
• Extensive experience with a wide variety of technology including Windows, Microsoft Office (Word, Excel, Access, PowerPoint, Teams, Sharepoint), Canvas, etc.
• Prior experience with other technology and digital platforms such as Slack, content management systems, digital asset management systems, project management systems, social media platforms, etc.
• Fiscal experience, including budget development and reconciliation.
• Excellent organizational skills.
• The ability to set priorities and manage simultaneous projects.
• Strong project management skills to proactively forecast upcoming deadlines and projects due.
• Experience maintaining high levels of discretion and confidentiality of sensitive media and executive matters.
• Demonstrated professionalism and sound judgment when representing senior executives in interactions with internal and external stakeholders.
• Strong interpersonal and customer service skills.
• The ability to work independently and as part of a collaborative team.
• Proven ability to accurately record meeting notes and minutes.
• Excellent verbal and written communication skills.

• Generous Leave:
  Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage:
  Access high-quality health insurance options that fit your needs.
• Retirement Options:
  Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being:
  Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program:
  Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice:
After accepting employment, new hires are…