Executive Administrative Assistant
Executive Administrative Assistant
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Job Description
Capital University is seeking a highly organized proactive and detailoriented 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 problemsolving and timemanagement skills as well as the ability to handle confidential information with discretion. The Executive Assistant will manage the Vice Presidents 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 universitys finance department on budgetrelated 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:
- Bachelors degree preferred.
- Minimum of 3 years of experience providing executivelevel 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 timemanagement 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 problemsolving 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 shortterm and longterm 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.
Employment Type
Full-Time
