Executive Administrative Assistant

Summary

The Executive Administrative Assistant for Enrollment, Marketing, and Communications provides comprehensive support for the day-to-day operations of the division. This role manages workflow systems, coordinates project intake, oversees budget tracking and financial processes, and supports the planning and execution of campus events. Serving as a central point of coordination, the Executive Administrative Assistant ensures projects progress efficiently and are completed in a timely and organized manner.

This position is expected to model The W&J Way by delivering exceptional, timely, and solution-oriented service to both internal and external constituents. The Executive Administrative Assistant fosters a welcoming and professional environment, communicates with clarity and kindness, anticipates needs, follows through on commitments, and contributes to a collaborative and positive workplace culture.

Duties and Responsibilities

Operations, Workflow, and Project Management

* Serve as primary administrative and operational support for the Enrollment, Marketing, and Communications division, ensuring seamless day-to-day operations.

* Manage and optimize the division's project management platform (e.g., ), including system organization, user support, and continuous process improvement.

* Coordinate inbound project requests, ensuring accurate intake, prioritization, and routing to appropriate team members.

* Monitor project progress, timelines, and deliverables; proactively identify and address bottlenecks or competing priorities.

* Develop, document, and continuously improve workflows, processes, and procedures to enhance efficiency and consistency.

* Ensure effective information flow across the division by maintaining organized systems, shared resources, and clear communication channels.

Financial & Budget Administration

* Support budget operations across Enrollment, Marketing, and Communications, including tracking expenditures, reconciling accounts, and maintaining accurate documentation.

* Process invoices, purchase orders, and payments in accordance with institutional policies and financial systems.

* Assist in preparing materials for monthly budget meetings, including compiling reports and supporting documentation.

* Maintain records of vendor contracts, invoices, and financial transactions to ensure compliance and accuracy.

* Identify cost-effective solutions and support responsible resource allocation across projects and events.

Project & Executive Support

* Coordinate divisional projects and initiatives, ensuring alignment with timelines, priorities, and institutional goals.

* Assist with executive calendars; schedule meetings; and coordinate logistics, materials, and follow-up actions as needed.

* Prepare, edit, and manage correspondence, reports, presentations, and meeting materials with a high level of accuracy and professionalism.

* Support Board of Trustees Enrollment Committee operations, including meeting coordination, materials preparation, and minutes management.

* Handle sensitive and confidential information with discretion and sound judgment.

Event Planning & Execution

* Support the planning and execution of divisional and campus events aligned with enrollment and institutional priorities.

* Assist with the management of event logistics, including space reservations, room setup, catering, technology, accessibility, parking, signage, and way finding.

* Assist with the develop of detailed event timelines, run-of-show documents, and contingency plans to ensure seamless execution.

* Manage event budgets, track expenses, and oversee ordering and inventory of supplies, materials, and branded items.

* Maintain and organize event signage, displays, and materials.

* Provide on-site assistance, coordination and leadership to ensure a polished, professional, and welcoming experience.

* Prepare post-event reports with recommendations made by the committee to inform continuous improvement.

Collaboration, Communication & Service Excellence

* Serve as a central point of contact for internal and external stakeholders, ensuring professional, timely, and solution-oriented communication.

* Act as a liaison between internal teams and external vendors to support project execution and financial processes.

* Collaborate across departments to ensure alignment with institutional priorities and initiatives.

* Support data collection and reporting related to enrollment, marketing performance, and campaign outcomes.

Commitment to The W&J Way

* Model The W&J Way by delivering exceptional, responsive, and detail-oriented service in all interactions.

* Foster a welcoming, professional, and inclusive environment that reflects the College's values of respect, hospitality, and care.

* Anticipate needs, proactively resolve challenges, and follow through on commitments with accountability and integrity.

* Ensure every interaction and event experience reflects the standards of excellence, professionalism, and collaboration that define W&J.

Qualifications

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