Capital University is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to the Vice Presidents of Enrollment, Advancement, and Integrated Marketing and Communications. This pivotal role requires exceptional communication, problem-solving, and time-management skills, as well as the ability to handle confidential information with discretion. The Executive Assistant will manage the Vice President's schedule, communications, and office operations, and will play a key role in supporting the Strategic Enrollment Management, Advancement, and Integrated Marketing and Communications (IMC) divisions, including budget management.
Essential Duties & Responsibilities: - Executive Support: 50%
- Manage the Vice Presidents' complex calendars, including scheduling meetings, appointments, and travel arrangements.
- Prepare agendas, presentations, reports, and other documents as needed.
- Screen and prioritize incoming communications (phone, email, mail), ensuring timely and appropriate responses.
- Serve as a point of contact for internal and external stakeholders, exercising diplomacy and professionalism at all times.
- Organize and maintain electronic and paper filing systems, ensuring easy access to information.
- Coordinate logistics for meetings, conferences, and events.
- Prepare expense reports and track reimbursements.
- Anticipate the needs of the Vice Presidents and proactively address administrative tasks.
- Budget Management: 20%
- Assist the Vice Presidents in the development and monitoring divisions' budgets
- Process invoices, purchase orders, and other financial documents accurately and efficiently.
- Track expenditures against budget allocations and identify potential discrepancies.
- Prepare budget reports and analyses as requested.
- Liaise with the university's finance department on budget-related matters.
- Maintain organized budget records and documentation.
- Assist in the forecasting and planning of future budget needs.
- Project Management Support:10%
- Assist with the coordination of projects and initiatives within the divisions.
- Prepare and distribute communications to the respective teams.
- Maintain confidential student and applicant information with utmost discretion.
- Assist with the preparation of data and reports for Strategic Enrollment Management, Advancement, and IMC operations.
- Support the Vice Presidents in the execution of strategic goals.
- Office Management:10%
- Oversee the efficient operation of the Vice Presidents' offices.
- Manage office supplies and equipment.
- Coordinate with IT and facilities departments for any necessary maintenance or support.
- Other Duties as Assigned 10%
Qualifications: - Bachelor's degree preferred.
- Minimum of 3 years of experience providing executive-level administrative support, preferably in a higher education setting.
- Proven experience with budget management, including tracking expenses, processing financial documents, and preparing reports.
- Exceptional organizational and time-management skills with the ability to prioritize tasks and meet deadlines.
- Excellent written and verbal communication skills, with strong attention to detail.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to handle confidential information with discretion and maintain a high level of professionalism.
- Strong problem-solving skills and the ability to work independently and as part of a team.
- Familiarity with university policies and procedures is a plus.
For more information on Capital University, visit our website at . Capital University offers a rich benefits package that includes medical, dental, vision, retirement, family education benefits, short-term and long-term disability, life and critical illness insurance and free parking.
Capital University is an equal opportunity employer. Capital University does not discriminate on the basis of race, color, national or ethnic origin, sexual orientation, religion, sex, gender, age, disability, veteran status, or other characteristics protected by the law.