Executive Assistant to the Vice President for Communications

Wesleyan University•Middletown, CT

1d•Onsite

About The Position

The Office of Communications shines a spotlight on the people and programs of Wesleyan University to enhance its reputation as a leader in liberal education. In so doing, it serves as a partner with units across campus, providing expertise in brand management, strategic communication, media relations, digital and social media strategy, website development, content training and strategy, print and online publications and videography and photography. Reporting to the Vice President for Communications, the Executive Assistant is primarily responsible for managing the Vice President’s agenda and schedule. The Executive Assistant will be trusted with highly sensitive and confidential information and is expected to exhibit the highest level of discretion in handling this information. The Executive Assistant proactively manages the Vice President’s time, priorities, and day-to-day activities to ensure the Vice President operates efficiently and effectively. This includes assessing and prioritizing requests; managing a complex calendar; anticipating scheduling needs and conflicts; redirecting requests to appropriate individuals; ensuring the Vice President is prepared, on time, and informed of schedule changes; and supporting immediate, short-term, and long-term priorities. Serving as the first point of contact for the Vice President’s office, the Executive Assistant interacts professionally with University leadership, faculty, staff, students, alumni, external partners, and visitors. The position requires strong judgment, initiative, attention to detail, discretion, and consistent follow-through. The Executive Assistant is expected to anticipate emerging issues and needs, proactively communicate relevant information, and keep the Vice President informed of matters requiring attention or action. The Executive Assistant also manages the office’s daily administrative activities and performs functions requiring a thorough understanding of University and office policies, procedures, and operations. The position works closely with the Director of Operations on special projects and administrative initiatives, including coordinating and managing the University’s participation in higher education surveys and other institutional projects as assigned. The Executive Assistant proactively manages the Vice President’s time by assessing, prioritizing, and redirecting requests to others; keeping them on track, on time, and operating efficiently; and assisting with immediate, short term and long terms needs. The Executive Assistant will prioritize and handle correspondence, research, and handle special projects. The Executive Assistant will have a sense for emerging issues and keep the Vice President updated. The Executive Assistant will manage the office’s daily activities and perform administrative functions that require a thorough knowledge of office policies, procedures, and operations.

Requirements

Associate’s degree and a minimum of five years of experience as an administrative assistant/executive assistant, project manager/coordinator or similar role or an equivalent combination of education, training and experience.
Demonstrated ability to work autonomously and independently and manage and conserve an executive’s time by effective calendar management, prioritizing conflicting needs, reading, researching, routing correspondence, drafting letters, and documents, collecting and analyzing information, anticipating needs and identifying potential issues before they occur.
Experience with project management tools.
Strong relationship management skills with the ability to exercise discretion at the highest-level while being trusted with sensitive and confidential information.
Demonstrated ability to act as a gatekeeper when required, while maintaining an engaging and courteous approach.
Demonstrated ability to analyze and improve processes.
Strong time-management skills and the ability to organize and coordinate multiple projects/matters at once effectively in a fast-paced environment.
Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems.
Experience with database management systems (including creating detailed reports).
Excellent customer service skills and proven professionalism when interacting with others.
Effective communications skills.
Must be able to work a flexible schedule which includes work on some evenings and weekends.
Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.

Nice To Haves

Experience providing support to C-Level or Senior-Level Executives role strongly preferred.
Experience with event management and logistics.

Responsibilities

Manage scheduling for the Vice President, including agendas, calls, travel arrangements, complex and extensive calendar management, meetings and other logistics.
Proactively prepare files, correspondence (email and mail), talking points, presentations and gather background materials for Vice President’s meetings and project work.
Conduct research, draft, prepare and distribute final versions of confidential correspondence, documents, spreadsheets, and presentations.
Manage content and flow of information from the Vice President to Communications leadership and University Cabinet.
Handle special projects as assigned including higher education surveys.
Support project organization, including tracking invoices, archiving digital assets, and archiving projects.
Evaluate office procedures; implement procedures that will increase efficiencies.
Coordinate day-to-day operations of the office including providing reception, processing incoming mail, submitting work orders, maintaining, organizing and ordering equipment and supplies for employees. at both office locations.
Monitor budgets, run financial reports and provide regular account summaries.
Perform budget processing and reporting, including processing vouchers, invoices, staff purchasing cards, and student timesheets for multiple department accounts.
Coordinate logistics for events, meetings and programs sponsored by University Communications.
Other duties as assigned.