Administrative Assistant to the V.P. of Enrollment & Marketing

Lee University•Cleveland, TN

44d

About The Position

Reporting to the Vice President of Enrollment & Marketing, the Administrative Assistant provides administrative support to the VP of Enrollment & Marketing performing a variety of administrative, research, coordinating, and logistical services in support of the operation of the Enrollment & Marketing Sector. The incumbent assists in the management of the information within and between the Vice President and sector leadership team. This includes keeping up to date on the team's current activities; responding to general external and internal requests for information; and liaising with staff from other sectors. The position of Administrative Assistant to the Vice President is critical to ensuring the efficient operation of the office and Sector. This position is key in assisting the VP in managing and prioritizing competing demands for his time and attention. The Assistant is expected to use his/her judgement in deciding when to act independently and when to involve the Vice President. The Assistant also plays an important role in assisting the VP in the punctual delivery of communications (i.e. to staff, E&M leadership team, Academics, and the Cabinet) and in being proactive in terms of planning meetings, workshops, travel, speeches, etc. The Assistant plays a coordinating and liaison role between the VP's office and the Sector leadership team, the President's Office, and external stakeholders of the institution.

Requirements

Professional interpersonal skills to effectively communicate with others; positive, empathetic and team oriented.
Strong communication skills, which include effective writing and ability to articulate and express themselves well.
Ability to problem-solve and make decisions reflecting good judgement.
Time management skills to handle multiple projects simultaneously and prioritize according to deadlines.
Awareness of evolving social media trends, audience engagement strategies, and platform-specific standards to assist with public social media content.
Attention to detail with strong organization skills.
Familiarity with budget reconciliation.
Flexibility to improve and adapt to the needs and demands of the sector is essential.
Bachelor's degree required.
Minimum 3-5 years' experience supporting C-suite, executive level leadership preferred.

Nice To Haves

Experience in Marketing or Public Relations is a plus.

Responsibilities

Establish and operate an efficient office by providing administrative support to the VP and the Enrollment & Marketing Sector.
Manage the day-to-day operation and administrative activities of the VP by monitoring his schedule, following-up to ensure timely responses; preparing for and arranging meetings as needed.
Receives and prioritizes VP correspondence as requested, and takes action in drafting correspondence, and forwarding for action/or distributing for information. Responds to the VP's electronic mail as requested by the VP (through manually forwarded messages, not through direct access to the mailbox).
May manage multiple projects simultaneously while also meeting imperative deadlines.
Obtains, compiles and extracts information from files, publications, web, and other sources to prepare documents and briefing papers.
Organizes meetings, including but not limited to contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts minutes and circulates to participants as requested.
Prepares aspects of VP travel, as needed, from travel approval to preparing expense reports.
Monitor the sector budget, periodically reconciles the budget, assesses, and makes appropriate recommendations to the VP on expenditure levels and other related financial issues based on previous yearly trends and expenditures.
Reviews and processes voucher requests and corporate credit card reconciliations; issues purchase requisitions for supplies and equipment and reviews requests for payment.
Collects, reviews, and summarizes monthly reports from the VP's sector leadership team prior to submission to the VP.
Assist the overall sector with activities and performs other related duties in accordance with instructions, working cohesively with the E&M leadership team and their assistants.
Participates in sector meetings, planning for meetings, drafting agendas, compiling, and distributing background documentation, and acting as recording secretary.
Handles confidential and sensitive material related to staffing such as documents related to staffing controls and hiring on behalf of the VP. Also assists in the orientation and departure process of employees working in the Office of the VP, and of employees reporting to the VP.
Maintains personnel and HR records for the Sector. Uses appropriate technologies to prepare confidential correspondence relating to personnel and other sensitive matters within the Sector, distributes it to those assigned to receive it and ensures receipt.
Sees to the designation of acting assignments in advance of the VP's absence.
Provides professional support to Sector secretaries and assistants through light onboarding and making recommendations, as requested.
Assists with on-campus admissions and recruitment events as needed, providing logistical and operational support to ensure successful execution.
Manage the university social media presence in collaboration with the Enrollment & Marketing leadership team, ensuring strategic, consistent, and brand-aligned content across platforms.
Lead the student social media team, including hiring, onboarding, ongoing communication, content planning, training, and performance oversight.