Executive Assistant to the Vice President for Enrollment Management

IMPORTANT APPLICATION INSTRUCTIONS:

Upload Resume or Curriculum Vitae for automatic population of information to the application.

The contact information, work experience, and education listed on your Resume/CV will be parsed and input into your Montclair application.

Review information and double-check all fields containing information that the system parsed – the software is intelligent, but you need to verify that the data is accurate.

In the “My Experience” section, you will find a Resume/CV upload option where you can submit your cover letter and all other supporting documents.

Note: If you have an expansive CV, we recommend that you apply manually and only include the positions you have held in the last ten (10) years. You will then be able to attach your Resume/CV, as well as all other supporting documentation in the "My Experience" section of your application.

Job Description

SUMMARY:

Reporting to the Vice President for Enrollment Management and the Deputy Vice President for Enrollment Management, the Executive Assistant (EA) provides a crucial role in facilitating daily operations, managing complex schedules, and coordinating strategic meetings and events. This position is designed to enhance the effectiveness of both leaders and optimize office efficiency. The Executive Assistant also offers support to other directors within the Enrollment Management division as needed. This role encompasses significant fiscal management responsibilities for the Division of Enrollment Management and requires 24/7 availability to support the Vice President during travel.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Serve as the primary point of contact for internal and external stakeholders, managing executive communications with professionalism and discretion.

Expertly manage intricate calendars for both the Vice President and Deputy Vice President prioritizing appointments and ensuring efficient time management.

Orchestrate large-scale meetings and forums, including all-staff meetings and training sessions, maintaining detailed agendas and coordinating logistics.

Prepare comprehensive briefing materials for both Vice Presidents ensuring they are fully equipped for all meetings and engagements.

Arrange complex domestic and international travel itineraries, including accommodation, transportation, and necessary documentation.

Provide 24/7 on-call support to the Vice President during travel, ensuring seamless communication and assistance.

Oversee comprehensive fiscal management for the Division of Enrollment Management, ensuring strict adherence to budgetary guidelines and institutional policies.

Maintain meticulous tracking of office and division budgets, processing a variety of financial documents including purchase orders, requisitions, check requests, and intra-institutional vouchers.

Manage and reconcile expense reports and invoices for both Vice Presidents, maintaining accurate financial records and ensuring timely reimbursements.

Recruit, train, and supervise student workers, foster a productive and educational work environment.

Develop and maintain an efficient filing system and manage the office website, ensuring up-to-date and accurate information.

Oversee office supply inventory and procurement, optimizing resource allocation and minimizing waste.

Lead the planning and execution of events hosted by the Vice Presidents, managing all aspects including venue selection, guest logistics, and catering arrangements.

Collaborate with various departments to coordinate special office-organized events, maintaining brand consistency and adhering to institutional guidelines.

Perform other duties as assigned.

Management retains the right to change or add job duties at any time.

QUALIFICATIONS:

REQUIRED:

Bachelor's degree from an accredited college or university.

Minimum of three years of progressive experience in a high-level administrative support role, preferably in a higher education setting.

Advanced proficiency in Microsoft Office applications, Google Office Suite, and project management software.

Proven experience in an executive office environment, demonstrating expertise in managing complex calendars, coordinating high-profile meetings, and organizing large-scale events.

Exceptional interpersonal, verbal, and written communication skills, with the ability to interact professionally with diverse stakeholders at all levels.

Demonstrated ability to work both independently and collaboratively, showing initiative and team leadership when necessary.

High level of dedication, discretion, and adaptability, with a willingness to go above and beyond to ensure success.

Ability to work occasional evenings and weekends with a positive attitude towards fluctuating schedules.

PREFERRED:

Master's degree from an accredited college or university.

Prior experience in a higher education setting, particularly in enrollment management or student services.

Advanced proficiency with Workday systems for Human Resources and Finance, or comparable enterprise resource planning (ERP) systems.

Demonstrated experience in engaging with and supporting a diverse student body and promoting inclusive practices.

PROCEDURE FOR CANDIDACY

Applicants should include a resume and cover letter describing how their background, skills and education match the needs of the University. When applying, please take a moment to carefully read and follow the steps in the application instructions.

Salary Range$78,537.97-$85,675.06 Annual

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance. For further details, please visit:

Montclair State University considers factors such as, but not limited to, scope and responsibilities of the position, candidate’s relevant work experience, education, skills, and internal equity, when extending an offer.

Salary offers for internal employees who are part of a collective bargaining unit (CBU) and are applying to a position that is within a CBU will be determined in accordance with contractual provisions.

DepartmentEnrollment Management

Position TypeProfessional - Non-Faculty

Contact Information:

For questions or concerns, please contact Human Resources' Workday Recruiting Support at (Option 2), or email .

Inclusion Statement

Montclair State University values access and educational excellence. We are committed to an environment of diverse perspectives which ensures that graduates will be civically engaged, committed to democracy, and prepared to thrive as global citizens. We foster a community that promotes varied experiences and voices. We seek applicants who will contribute diverse ideas and perspectives and who value an environment that promotes educational growth and advancement for all.

EEO/AA Statement

Montclair State University is an Equal Opportunity/Affirmative Action institution with a strong commitment to diversity.

Additional information can be found on the website at

Title IX and 34 C.F.R. 106 Policy

Montclair State is required by Title IX and 34 C.F.R. 106 not to discriminate on the basis of sex or gender, and does not discriminate on the basis of sex or gender in the operation of education programs and activities. The requirement to not discriminate on the basis of sex or gender in the operation of education programs and activities extends to admission and employment. For further details, please visit:

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