Executive Assistant to Senior Vice President & VP and Dean of Admissions and Financial Aid

Job Description

Department: College Advancement

Pay Rate Type: Salary

Employee Type:

This is NOT a remote position.

Reporting to the Senior Vice President and supporting both the Senior Vice President and the Vice President and Dean of Admissions and Financial Aid, the Executive Assistant plays a critical role in providing the day‑to‑day operations for the Senior Vice President. The successful candidate will perform diverse, responsible, and complex functions that require independent judgment. This position serves as a confidential resource and must project a positive and professional attitude and image while maintaining a high level of confidentiality and integrity.

This exempt position requires a high degree of skill in communicating and interacting with a diverse range of internal and external stakeholders. This position requires exceptional professionalism and discretion, agility in seamlessly pivoting between various tasks and activities, and a proactive approach to time and project management.

To be successful in this position, an individual should be able to perform the essential duties and bring the education, experience, knowledge, skills, and abilities that support the role. This list of duties is intended to be representative rather than exhaustive, and additional responsibilities may be assigned as needed.

• Provide executive assistance to both the senior vice president and the vice president and dean of admissions and financial aid, including drafting and managing correspondence and communications, scheduling appointments and overseeing the calendar, coordinating travel arrangements and budget reconciliation, compiling various reports and summaries, maintaining records and other documentation, managing projects, and coordinating special events.
• Conduct research and gather all necessary information for the senior vice president before meetings and events.
• Track, anticipate, and prepare for upcoming deadlines, events, and agenda items.
• Coordinate committee meetings, prepare agendas, organize logistics, draft and distribute minutes, and track tasks and projects.
• Assume responsibility for a variety of special projects.
• Prepare briefing points and materials for speeches, meetings, and presentations.
• Protect confidential and sensitive information and use precise discretion when disseminating information.

Education and/or experience:

• Minimum of three years of progressively high-level administrative experience.
• Demonstrated ability to anticipate project needs, independently discern work priorities and problem solve, and meet tight deadlines with minimal supervision.
• Exceptional computer skills, including Microsoft Office, Google Education Suite, and Adobe platforms.
• Ability to function effectively under pressure; meticulous checking work to ensure accuracy and completeness; tracking and following up with others to ensure that agreements, needed work and commitments have been fulfilled.
• Proven experience in budget monitoring and analysis, records and filing management, and adherence to administrative policies and procedures.
• Intuitive mindset, creative aptitude, and effective use of discretion and independent judgment; able to look beyond the assigned task and consider tangential and collateral connections, challenges, opportunities, and possibilities.
• Results/action-oriented work style; strong strategic, analytical, planning and problem-solving skills; able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
• Demonstrated ability to foster positive relationships and communicate effectively with stakeholders at all levels of the organization.
• Experience working within the Workday environment preferred.
• Proven experience working with cross-functional teams and facilitating operational improvements.

The physical demands and work environment characteristics described herein are representative of those that must be met by an employee to successfully perform essential functions of this position and/or may be encountered while performing essential functions. Reasonable accommodations may be made to enable…