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Executive Assistant to VP, Enrollment Management

FlaglerSaint Augustine🇺🇸United States

Quick overview

SeniorityLeader
Employment typeFull Time
Work modeHybrid
LocationSaint Augustine, United States
WorkdayCRM

Job description

The Administrative Assistant to the Vice President will be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the office of the Vice President of Enrollment Management. This position handles details of highly confidential and critical nature, and must function efficiently and effectively in a fast-paced professional environment. Essential to the position is a proven ability to independently manage multiple tasks and projects with competing priorities and deadlines, screen and prioritize communications and opportunities from external and internal sources, and organize and maintain administrative processes. The ideal candidate will be dynamic, high-energy, organized, and able to support cross-functional coordination in a fast pace environment and possess excellent judgement. Complex and difficult assignments are given on a routine basis. Work requires the frequent use of originality and ingenuity.
  • Anticipate the Vice President’s needs and proactively bring together appropriate people and resources to support them in addressing issues. Manage the daily schedule of the Vice President, ensuring that he/she is aware of the schedule in advance and keeping appointments and meetings on time or changing schedules when necessary.
  • When the Vice President chairs meetings: assist with and provide research/background information, content development, and creating of presentations, coordinate meetings, record and distribute meeting minutes.
  • Manage external contacts for the Vice President, proactively understanding who they are and keeping track of periodic communication needed for priority contacts. Resolve routine and complex inquires, referring inquiries to the appropriate person when necessary and following up to ensure resolution.
  • Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events. Create correspondence/reports for the Vice President.
  • Manage travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas, and necessary contacts, assembling supplies, and preparing the itinerary.
  • Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed. Handle confidential information in a professional and discreet manner.
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintain executive files as needed.
  • Cultivate and maintain strong relationship with professional colleagues across the college in order to stay informed of activities relating to college programs and initiatives, apprising the Vice President of issues when deemed necessary.
  • Manage special projects as directed by the Vice President involving the exercise of discretion and judgement, with the authority to make independent decisions on matters which affect the college Enrollment Management office as a whole or to a significant degree.
ADDITONAL RESPONSIBILITES:
  • Perform additional duties as assigned.
MINIMUM QUALIFICATIONS:
  • High school diplomas or GED required
  • 3-5 years’ experience required
PREFERRED QUALIFICATIONS:
  • Process oriented mindset, CRM savvy
PREFERRED CHARACTERISTICS:
  • Warm and welcoming demeanor
  • High emotional intelligence
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
  • Sedentary work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently to lift, carry, push, pull or otherwise move objects. Sedentary work involved sitting most of the time and occasionally walking and standing.
  • Climbing, walking, crouching, repetitive motions, and ability to communicate appropriately with students/colleagues.
  • Occasional hours outside the normal College workday.

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