Executive Administrative Assistant

Capital University is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to the Vice Presidents of Enrollment, Advancement, and Integrated Marketing and Communications.

This pivotal role requires exceptional communication, problem-solving, and time-management skills, as well as the ability to handle confidential information with discretion.

The Executive Assistant will manage the Vice President's schedule, communications, and office operations, and will play a key role in supporting the Strategic Enrollment Management, Advancement, and Integrated Marketing and Communications (IMC) divisions, including budget management.

Essential Duties & Responsibilities: * Executive Support: 50% * Manage the Vice Presidents' complex calendars, including scheduling meetings, appointments, and travel arrangements.

* Prepare agendas, presentations, reports, and other documents as needed.

* Screen and prioritize incoming communications (phone, email, mail), ensuring timely and appropriate responses.

* Serve as a point of contact for internal and external stakeholders, exercising diplomacy and professionalism at all times.

* Organize and maintain electronic and paper filing systems, ensuring easy access to information.

* Coordinate logistics for meetings, conferences, and events.

* Prepare expense reports and track reimbursements.

* Anticipate the needs of the Vice Presidents and proactively address administrative tasks.

* Budget Management: 20% * Assist the Vice Presidents in the development and monitoring divisions' budgets * Process invoices, purchase orders, and other financial documents accurately and efficiently.

* Track expenditures against budget allocations and identify potential discrepancies.

* Prepare budget reports and analyses as requested.

* Liaise with the university's finance department on budget-related matters.

* Maintain organized budget records and documentation.

* Assist in the forecasting and planning of future budget needs.

* Project Management Support:10% * Assist with the coordination of projects and initiatives within the divisions.

* Prepare and distribute communications to the respective teams.

* Maintain confidential student and applicant information with utmost discretion.

* Assist with the preparation of data and reports for Strategic Enrollment Management, Advancement, and IMC operations.

* Support the Vice Presidents in the execution of strategic goals.

* Office Management:10% * Oversee the efficient operation of the Vice Presidents' offices.

* Manage office supplies and equipment.

* Coordinate with IT and facilities departments for any necessary maintenance or support.

* Other Duties as Assigned 10% Qualifications: * Bachelor's degree preferred.

* Minimum of 3 years of experience providing executive-level administrative support, preferably in a higher education setting.

* Proven experience with budget management, including tracking expenses, processing financial documents, and preparing reports.

* Exceptional organizational and time-management skills with the ability to prioritize tasks and meet deadlines.

* Excellent written and verbal communication skills, with strong attention to detail.

* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

* Ability to handle confidential information with discretion and maintain a high level of professionalism.

* Strong problem-solving skills and the ability to work independently and as part of a team.

* Familiarity with university policies and procedures is a plus.

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