Executive Assistant - Marketing & Strategic Communications

James Madison University • Harrisonburg, VA

2d • $58,000 - $63,000 • Onsite

About The Position

The Division of Marketing and Strategic Communications is currently seeking applicants for a full-time executive assistant position. This position will support the Vice President and will be the first point of contact for visitors to the division. The Division of Marketing and Strategic Communications includes University Communications and University Marketing and Branding at James Madison University.

Requirements

• Extensive experience in an executive-level office environment.
• Knowledge of effective office management practices.
• Extensive experience with a wide variety of technology including Windows, Microsoft Office (Word, Excel, Access, PowerPoint, Teams, Sharepoint), Canvas, etc.
• Prior experience with other technology and digital platforms such as Slack, content managements systems, digital asset management systems, project management systems, social media platforms, etc.
• Fiscal experience, including budget development and reconciliation.
• Excellent organizational skills.
• The ability to set priorities and manage simultaneous projects.
• Strong project management skills to proactively forecast upcoming deadlines and projects due.
• Experience maintaining high levels of discretion and confidentiality of sensitive media and executive matters.
• Demonstrated professionalism and sound judgment when representing senior executives in interactions with internal and external stakeholders
• Strong interpersonal and customer service skills.
• The ability to work independently and as part of a collaborative team.
• Proven ability to accurately record meeting notes and minutes.
• Excellent verbal and written communication skills.

Responsibilities

• Manages the administrative and project management support of the Vice President including complex calendar management and scheduling, planning meetings, and making travel arrangements as needed.
• Plans and coordinates multiple meetings and other activities involving various on and off-campus groups.
• Review and prepares a wide range of divisional and across campus correspondence and communications for distribution.
• Assists with the development and distribution of presentation materials and reports for the Board of Visitors, academic and administrative groups, divisional meetings, and other events as needed.
• Provide project management support for assigned projects.
• Serve as liaison for the Division of Marketing and Strategic Communications.
• Exercise independent judgment to address shifting and multiple priorities and crisis situations/issues.
• Independently performs multiple, complex administrative and fiscal responsibilities for its respective department/offices.
• Manage and track division projects and assignments to ensure deadlines and priorities are met.
• Serves as the first point of contact for campus partners (vice presidents, deans, faculty, staff, etc.), students, visitors, media outlets, external community, and vendors/agencies.
• Provides professionals and courteous customer service to internal and external constitutions of the university.
• Manages budgets for the Division of Marketing & Strategic Communications and develops budget tracking spreadsheets.
• Processes and coordinates efforts for annual updates of signature sheets, budget access, and annual reports.
• Submits work orders and motor pool requests for the Division of Marketing & Strategic Communications, as needed.
• Maintains knowledge of university budget policies and procedures, including purchase requisitions, travel authorizations, monthly budget reconciliations, and other reimbursements.
• Distributes information on various events to departments within the respective divisions and elsewhere on campus as directed.
• Serves as primary contact to internal and external constituents with professionalism and discretion on behalf of Vice President, including the Board of Visitors, university officials, peer institutions, and other organizations.
• Disseminate timely information to ensure departments within its own division and other respective divisions are well informed.
• Updates and maintains the Vice President's websites as needed.
• Serves as the administrative lead for staff hiring within the Division of Marketing & Strategic Communications
• Schedules interviews, assembles interview packets (recruitment materials and interview questions), and reserves interview space as needed.
• Completes ePAR entry for new hires and other personnel actions.
• Submits wage employee timesheets.

Benefits

• Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
• Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed