Executive Administrative Assistant

Summary

The Executive Administrative Assistant for Enrollment, Marketing, and Communications provides comprehensive support for the day-to-day operations of the division. This role manages workflow systems, coordinates project intake, oversees budget tracking and financial processes, and supports the planning and execution of campus events. Serving as a central point of coordination, the Executive Administrative Assistant ensures projects progress efficiently and are completed in a timely and organized manner.

This position is expected to model The W&J Way by delivering exceptional, timely, and solution-oriented service to both internal and external constituents. The Executive Administrative Assistant fosters a welcoming and professional environment, communicates with clarity and kindness, anticipates needs, follows through on commitments, and contributes to a collaborative and positive workplace culture.

Duties and Responsibilities

Operations, Workflow, and Project Management

• Serve as primary administrative and operational support for the Enrollment, Marketing, and Communications division, ensuring seamless day-to-day operations.
• Manage and optimize the division's project management platform (e.g., Monday.com), including system organization, user support, and continuous process improvement.
• Coordinate inbound project requests, ensuring accurate intake, prioritization, and routing to appropriate team members.
• Monitor project progress, timelines, and deliverables; proactively identify and address bottlenecks or competing priorities.
• Develop, document, and continuously improve workflows, processes, and procedures to enhance efficiency and consistency.
• Ensure effective information flow across the division by maintaining organized systems, shared resources, and clear communication channels.

Financial & Budget Administration

• Support budget operations across Enrollment, Marketing, and Communications, including tracking expenditures, reconciling accounts, and maintaining accurate documentation.
• Process invoices, purchase orders, and payments in accordance with institutional policies and financial systems.
• Assist in preparing materials for monthly budget meetings, including compiling reports and supporting documentation.
• Maintain records of vendor contracts, invoices, and financial transactions to ensure compliance and accuracy.
• Identify cost-effective solutions and support responsible resource allocation across projects and events.

Project & Executive Support

• Coordinate divisional projects and initiatives, ensuring alignment with timelines, priorities, and institutional goals.
• Assist with executive calendars; schedule meetings; and coordinate logistics, materials, and follow-up actions as needed.
• Prepare, edit, and manage correspondence, reports, presentations, and meeting materials with a high level of accuracy and professionalism.
• Support Board of Trustees Enrollment Committee operations, including meeting coordination, materials preparation, and minutes management.
• Handle sensitive and confidential information with discretion and sound judgment.

Event Planning & Execution

• Support the planning and execution of divisional and campus events aligned with enrollment and institutional priorities.
• Assist with the management of event logistics, including space reservations, room setup, catering, technology, accessibility, parking, signage, and wayfinding.
• Assist with the develop of detailed event timelines, run-of-show documents, and contingency plans to ensure seamless execution.
• Manage event budgets, track expenses, and oversee ordering and inventory of supplies, materials, and branded items.
• Maintain and organize event signage, displays, and materials.
• Provide on-site assistance, coordination and leadership to ensure a polished, professional, and welcoming experience.
• Prepare post-event reports with recommendations made by the committee to inform continuous improvement.

Collaboration, Communication & Service Excellence

• Serve as a central point of contact for internal and external stakeholders, ensuring professional, timely, and solution-oriented communication.
• Act as a liaison between internal teams and external vendors to support project execution and financial processes.
• Collaborate across departments to ensure alignment with institutional priorities and initiatives.
• Support data collection and reporting related to enrollment, marketing performance, and campaign outcomes.

Commitment to The W&J Way

• Model The W&J Way by delivering exceptional, responsive, and detail-oriented service in all interactions.
• Foster a welcoming, professional, and inclusive environment that reflects the College's values of respect, hospitality, and care.
• Anticipate needs, proactively resolve challenges, and follow through on commitments with accountability and integrity.
• Ensure every interaction and event experience reflects the standards of excellence, professionalism, and collaboration that define W&J.

Qualifications

• Bachelor's degree in business administration, marketing, communications, or a related field.
• 2-4 years of experience in operations, project coordination, budget support, or a related role.
• Experience with project management tools (e.g., Monday.com, Asana, Trello) preferred.
• Familiarity with budget tracking, invoice processing, and financial reporting processes.
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Keen attention to detail and accuracy, particularly in financial and operational tasks.
• Excellent communication and interpersonal skills, with the ability to work effectively across teams.
• Ability to identify process improvements and implement efficient workflow solutions.
• Proficiency in Microsoft Office 365 and other relevant systems.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work evenings and weekends as required for campus events.