Executive Assistant to Enrollment and Marketing/Communications

St. Bonaventure University•St. Bonaventure, NY

About The Position

The Executive Assistant provides high-level administrative, operational, and project support to the Vice President for Enrollment and the Chief Marketing and Communications Officer, with approximately half of the position’s time dedicated to each area. The role manages complex schedules, budgets, projects, correspondence, and event logistics; prepares written and presentation materials; coordinates the University’s Daily Notice Board; and serves as a central point of coordination for internal and external constituents. The position requires independent judgment and discretion in handling confidential, sensitive, and time-sensitive information. For Enrollment, the Executive Assistant manages the Vice President’s calendar and daily schedule, coordinates meetings and travel, plans and supports enrollment events and programs, coordinates divisional budget activity, supports strategic initiatives, and maintains inventories of office supplies and Admissions materials. For Marketing and Communications, the Executive Assistant manages the Chief Marketing and Communications Officer’s calendar and budget coordination, supports project workflows and production schedules, prepares and edits communications, and coordinates the University’s Daily Notice Board from submission through publication and archiving. The role also provides backup administrative support across both areas as priorities require. The position is based in a standard office environment with regular exposure to video display screens. Occasional evening and weekend attendance is required for enrollment events, university programs, or other assignments. Applicants must be legally authorized to work in the United States on an ongoing basis without sponsorship.

Requirements

Excellent organizational, technical, planning, writing, editing, and communication skills.
Exceptional verbal and written communication skills, including strong proofreading and editing ability.
Ability to manage complex executive calendars, coordinate schedules across multiple stakeholders, anticipate needs, and adjust priorities quickly.
Strong project management skills, including establishing timelines, organizing resources, tracking deliverables, communicating status, and resolving problems.
Demonstrated ability to plan and coordinate events, meetings, and travel with attention to logistics and follow-through.
Knowledge of budgeting, financial recordkeeping, cost control, purchasing, invoice processing, travel, and reimbursement procedures.
Advanced knowledge of Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint, and Teams, and ability to learn project management and digital publishing systems.
Ability to draft, compose, format, and edit routine and complex written materials accurately and clearly, using sound judgment.
Ability to manage a recurring publishing workflow, meet daily deadlines, coordinate approvals, and maintain accurate archives and submission records.
Skill in developing and maintaining organized recordkeeping, document management, and office systems.
Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Knowledge of university organizational structures, workflows, and operating procedures, or ability to learn them quickly.
Excellent interpersonal and customer service skills when working with students, families, faculty, staff, vendors, and external partners.
Ability to work independently and collaboratively across two areas while fostering a responsive and cooperative work environment.
Bachelor’s degree preferred but not required; an equivalent combination of education and progressively responsible experience will be considered.
Three years of progressively responsible administrative, executive support, project coordination, event planning, budget support, or communications experience preferred.
Legally authorized to work in the U.S. on an ongoing basis without sponsorship.

Nice To Haves

Bachelor’s degree.
Experience in higher education or another complex organization.
Three years of progressively responsible administrative, executive support, project coordination, event planning, budget support, or communications experience.

Responsibilities

Manage the Vice President for Enrollment’s complex calendar and daily schedule; coordinate meetings, appointments, travel, and related logistics; resolve conflicts; prepare agendas, minutes, and supporting materials; maintain records and shared files; and communicate updates about priorities, deadlines, and schedule changes.
Plan and coordinate enrollment events, meetings, and programs, including timelines, space reservations, catering, technology, materials, registration, guest communications, staffing, campus partners, vendors, and follow-up.
Coordinate the Enrollment division’s budget by monitoring expenditures, maintaining records, preparing routine reports, processing purchasing and payment documentation, reconciling transactions, and coordinating travel and expense reimbursements.
Provide project management and administrative support for Enrollment strategic initiatives and special assignments by organizing resources, tracking deliverables, following up with responsible parties, identifying potential issues, and updating project status.
Maintain inventories of office supplies and Admissions materials, order supplies, and arrange retrieval of Admissions materials from storage as needed.
Manage the Chief Marketing and Communications Officer’s complex calendar and daily schedule; coordinate meetings, appointments, travel, and related logistics; resolve conflicts; prepare agendas, minutes, and supporting materials; maintain records and shared files; and provide updates on priorities, deadlines, and schedule changes.
Coordinate the Marketing and Communications division’s budget, including expenditure monitoring, recordkeeping, routine reporting, purchasing and payment documentation, transaction reconciliation, and travel and expense reimbursements.
Manage marketing and communications project workflows by maintaining production calendars, establishing deadlines, routing materials for review and approval, tracking deliverables, coordinating with campus partners and vendors, and communicating project status.
Draft, proofread, edit, and format correspondence, reports, presentations, meeting materials, announcements, and other communications for accuracy, clarity, consistency, and adherence to university standards.
Coordinate the University’s Daily Notice Board by organizing submissions, editing content, confirming approvals, scheduling and publishing notices, and maintaining an archive and submission calendar.
Provide backup administrative support to staff in Enrollment and Marketing and Communications as priorities require.
Maintain confidentiality and exercise sound judgment when handling sensitive student, personnel, financial, and institutional information.
Attend occasional evening and weekend events, university programs, or other assignments.