Executive Assistant to the Vice President of Marketing and communications presso Calvin

Calvin University

Job Description

Job Title: Executive Assistant

Division: Marketing and Communications

Reports To: Vice President of Marketing and Communications

Group/Grade: Administrative Assistant II, Grade 3

Status: Full-time, Non-Exempt

Job Code: TBD

SUMMARY

This position is accountable for managing and providing administrative support to the Office of the Vice President of Marketing and Communications and project management support to the Marketing and Communications division. The role requires expertise in coordinating strategic projects across the university and within the department to ensure tasks, assignments, and cross-divisional coordination are handled efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Manage the schedule of the Vice President of Marketing and Communications. Effectively arrange appointments and plan project time to ensure efficiency, preparedness, and sustainable work pace and project flow.  Present a professional, friendly, and helpful presence in the Vice President’s office. Prepare, draft, and distribute correspondence, coordinate meetings, arrange travel, and record meeting minutes for the Vice President of Marketing and Communications. Coordinate Marketing and Communications team meetings by scheduling, drafting agendas, reserving space/location, planning division-wide sessions and sending related correspondence, and organizing meeting schedules. Serve as a liaison between the Vice President and cabinet members, as well as leaders throughout the university to enhance communication and collaboration. Serve as a liaison between the Vice President and all divisional employees within Marketing and Communications, providing staff with timely and accurate divisional information and fostering a friendly and professional employment environment. Help with coordination and administrative oversight of the Marketing and Communications budget process by reviewing and monitoring expenses. Assist the Vice President with budget planning, inputting, and maintaining budget records.  Trouble-shoot accounting problems.  Assist the Vice President with credit card reconciliation and invoice submissions. Support the Vice President with board reports in preparation for the Enrollment committee and board meetings. Provide project and traffic management assistance for division marketing projects. Manage Marketing and Communications department projects as needed.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

This position requires a bachelor’s degree from a four-year college or university; three to five years of related experience and/or training; or an equivalent combination of education and experience. Superior knowledge of computers and experience working with a variety of work-related software is required.

COMMUNICATION SKILLS

The position requires the ability to draft and edit correspondence and complete tasks requiring significant communication skills.

COMPLEXITY

The position requires the ability to solve problems and to deal with a variety of variables in situations where only limited standardization exists.  Instructions may be furnished in written, oral, diagram, or schedule form.

ACCOUNTABILITY

The position has the authority, if approved, to act or make recommendations that will affect procedures, processes, and practices involving employees within the same department.

DECISION MAKING/JUDGMENT/CONFIDENTIALITY

This position regularly requires independent judgment in setting priorities and organizing work to accomplish results.  Some of the responsibilities of this position are performed in accordance with existing procedures and instructions and in confidence.

OTHER SKILLS AND ABILITIES

1. Must have a personal commitment to Jesus Christ.

2. Ability to work independently and in teams.

WORKING RELATIONSHIPS

The position requires engagement with faculty, staff, students, parents, alumni, donors, and community partners and necessitates understanding and communicating information beneficial to resolving problems.

PHYSICAL DEMANDS/WORK ENVIRONMENT The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.

2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity, including, but not limited to, race, gender, physical limitations, class, or religious perspectives.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.

2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.