Executive Assistant to Vice President Communications

The Office of Communications shines a spotlight on the people and programs of Wesleyan University to enhance its reputation as a leader in liberal education. In so doing, it serves as a partner with units across campus, providing expertise in brand management, strategic communication, media relations, digital and social media strategy, website development, content training and strategy, print and online publications and videography and photography.

Reporting to the Vice President for Communications, the Executive Assistant is primarily responsible for managing the Vice President’s agenda and schedule. The Executive Assistant will be trusted with highly sensitive and confidential information and is expected to exhibit the highest level of discretion in handling this information.

The Executive Assistant proactively manages the Vice President’s time, priorities, and day-to-day activities to ensure the Vice President operates efficiently and effectively. This includes assessing and prioritizing requests; managing a complex calendar; anticipating scheduling needs and conflicts; redirecting requests to appropriate individuals; ensuring the Vice President is prepared, on time, and informed of schedule changes; and supporting immediate, short-term, and long-term priorities.

Serving as the first point of contact for the Vice President’s office, the Executive Assistant interacts professionally with University leadership, faculty, staff, students, alumni, external partners, and visitors. The position requires strong judgment, initiative, attention to detail, discretion, and consistent follow-through. The Executive Assistant is expected to anticipate emerging issues and needs, proactively communicate relevant information, and keep the Vice President informed of matters requiring attention or action.

The Executive Assistant also manages the office’s daily administrative activities and performs functions requiring a thorough understanding of University and office policies, procedures, and operations. The position works closely with the Director of Operations on special projects and administrative initiatives, including coordinating and managing the University’s participation in higher education surveys and other institutional projects as assigned.

The Executive Assistant proactively manages the Vice President’s time by assessing, prioritizing, and redirecting requests to others; keeping them on track, on time, and operating efficiently; and assisting with immediate, short term and long terms needs. The Executive Assistant will prioritize and handle correspondence, research, and handle special projects. The Executive Assistant will have a sense for emerging issues and keep the Vice President updated.

The Executive Assistant will manage the office’s daily activities and perform administrative functions that require a thorough knowledge of office policies, procedures, and operations.

• Manage scheduling for the Vice President, including agendas, calls, travel arrangements, complex and extensive calendar management, meetings and other logistics. Proactively prepare files, correspondence (email and mail), talking points, presentations and gather background materials for Vice President’s meetings and project work.
• Conduct research, draft, prepare and distribute final versions of confidential correspondence, documents, spreadsheets, and presentations. Manage content and flow of information from the Vice President to Communications leadership and University Cabinet.
• Handle special projects as assigned including higher education surveys.
• Support project organization, including tracking invoices, archiving digital assets, and archiving projects.
• Evaluate office procedures; implement procedures that…