Job Description

Reporting to the Senior Vice President of Marketing and Communications (SVP of Mark/Comms), this position is a highly collaborative role that will be a key contributor and supporter of the Central Communications team. The Executive Admin/Project Coordinator will provide executive and administrative support to the Office of Marketing and Communications and ensure smooth daily administrative operations of the office. The Executive Admin/Project Coordinator is an integral part of the operations for the Central Communications team and will be expected to proactively participate and facilitate team meetings and office gatherings.

Position Description

The Executive Assistant/Project Coordinator will participate in a wide range of projects identified as priorities by the SVP of Mark/Comms. These projects span across multiple aspects of the organization and include, but are not limited to:

60 % Executive assistance for the SVP of Mark/Comms, and related office administrative management. This includes managing calendars, planning, scheduling, and preparing materials for meetings; composing and distributing meeting minutes; coordinating/planning office events/meetings; assisting with project tracking and coordination; maintaining office supplies; coordinating IT/space needs; and processing invoices and expense reports

30 % Coordinating non-emergency university-wide communications; assist staff as needed with basic edits in the content management system (CMS) for Communications-maintained sites

5 % Coordinating event logistics for office meetings

5% Supporting the onboarding of new staff

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:

BS/BA/equivalent required plus 3-5 years of related work experience or AS/equivalent with formal administrative training plus 5 years of related work experience

Computer skills, including Microsoft Office suite of programs (i.e., Word, Excel, PowerPoint, and Outlook), and Google suite of programs (i.e., Google Docs, Google Spreadsheets, and Google Calendar) required

Experience with the logistics of managing a department budget, such as providing reports, moving invoices and contracts through an approval process, ensuring the department stays within the operating budget

Ability to maintain confidentiality of sensitive information

Familiarity with bulk email systems and/or content management systems; comfort with learning new web-based communications tools

Excellent interpersonal skills and ability to communicate professionally with a diverse constituency, including senior administrators, faculty, and students

Excellent organizational and creative problem-solving skills

Flexibility and willingness to provide assistance to the team as needs change over time

Proven ability to work collaboratively and be an effective team player

Experience or demonstrated interest in equity, diversity, inclusion, belonging, and antiracism work preferred

Additional Information

This is a salaried position based on a 20-hour work week. Office hours are generally 9:00 a.m. – 1 p.m.; hours may vary occasionally due to variations in the academic year.

The Central Communications team supports a hybrid workplace model which will actively support some remote work, with the expectation that there will be a minimum of four in-office days per week. Specific days and schedules for on-site work and remote work will be discussed during the interview process.