Senior Executive Assistant to VP of Student Services

Position: Senior Executive Assistant to the VP of Student Services

DEFINITION:

The Sr. Executive Assistant to the Vice President of Student Services provides comprehensive administrative support to ensure the smooth operation of the Student Services division and more specifically, the VP and three divisional deans. This role is essential in facilitating the VP's ability to focus on strategic initiatives by managing day-to-day administrative tasks, coordinating communications, and serving as a liaison between the VP and internal and external stakeholders.

The Executive Assistant plays a critical role in enhancing the efficiency and effectiveness of the Student Services division, contributing to the overall success and satisfaction of the college's student body.

SUPERVISION RECEIVED AND EXERCISED:

• Receives direct supervision from the Vice President of Student Services
• Does not exercise supervision, but may provide work direction or advice/assistance to other team members (i.e. administrative assistants, part-time, work-study, etc.).
• May act as a lead on some projects and guide other team members as instructed

ESSENTIAL AND OTHER IMPORTANT FUNCTION STATEMENTS

Essential and other responsibilities and duties may include, but are not limited to, the following:

ESSENTIAL FUNCTIONS Perform complex and confidential administrative activities for VP of Student Services including but not limited to:

• Manage the VP and divisional dean’s calendars, schedule meetings, and coordinate travel arrangements.
• Provide day-to-day coverage of the VP office suite.
• Handle all confidential information with the utmost discretion and professionalism. Confidentiality is critically essential to employment in this position.
• Ensure that sensitive information, including student records, personnel matters, and strategic initiatives, is protected and only disclosed to authorized individuals.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle incoming and outgoing communications, ensuring timely and accurate responses.
• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Arrange logistics for meetings, workshops, and events, including room bookings, catering, and technical support.
• Serve as the primary point of contact between the VP and internal/external stakeholders.
• Facilitate communication and collaboration among departments within Student Services and other college divisions.
• Assist with the planning, execution, and monitoring of special projects and initiatives within the Student Services division.
• Track progress and provide regular updates to the VP on ongoing projects and tasks.
• Maintain and organize confidential files, records, and documentation related to the VP’s activities.
• Ensure the accurate and timely preparation and submission of reports, proposals, and other essential documents.
• Assist in the preparation and monitoring of the Student Services budget.
• Serve as the primary P-card holder for the division for divisional purchases.
• Reconcile P-card transactions made by the VP Office and maintain purchase receipts.
• Process invoices, track expenditures, and manage reimbursements.
• Coordinate and support the planning and execution of events, including student orientations, graduations, and other campus and divisional activities.
• Ensure all event details are managed effectively, from invitations to on-the-day logistics.
• Oversee the daily operations of the VP’s office, including maintaining office supplies and equipment.
• Ensure a professional and welcoming environment for visitors and staff.
• Collect, compile, and analyze data for various reports and presentations.

Engage in professional development

Assume other administrative duties as assigned

Other Important Functions

• Availability to work evenings and weekends to support events as needed.
• Assist in the development and implementation of crisis management plans and protocols.
• Support the VP in responding to emergencies and unexpected situations, ensuring the continuity of Student Services operations.
• Assist with divisional travel approvals, arrangements, and reimbursement processes.
• Order and maintain office supplies for the Student Services division.
• Provide backup and…