Executive Assistant to the Vice President for Communication

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
The Office of Communications shines a spotlight on the people and programs of Wesleyan University to enhance its reputation as a leader in liberal arts education. In so doing, it serves as a partner with units across campus, providing expertise in brand management, strategic communication, media relations, digital and social media strategy, website development, content training and strategy, print and online publications and videography and photography.

Reporting to the Vice President for Communications, the Executive Assistant proactively manages the Vice President’s time by assessing, prioritizing, and redirecting requests to others; keeping them on track, on time, and operating efficiently; and assisting with immediate, short term and long terms needs. The Executive Assistant will prioritize and handle correspondence, research, and special projects. The Executive Assistant will have a sense for emerging issues and keep the Vice President updated as well as trusted with highly sensitive and confidential information and is expected to exhibit the highest level of discretion in handling this information.

The Executive Assistant will manage the office’s daily activities and perform administrative functions that require a thorough knowledge of office policies, procedures, and operations. The Executive Assistant works closely with the Director of Operations to ensure that division policies and practices are followed.

Responsibilities:

• Manage scheduling for the Vice President, including agendas, calls, travel arrangements, complex and extensive calendar management, meetings and other logistics.
• Proactively prepare files, correspondence (email and mail), talking points, presentations and gather background materials for Vice President’s meetings and project work.
• Conduct research, draft, prepare and distribute final versions of confidential correspondence, documents, spreadsheets, and presentations.
• Support project organization, including tracking invoices, filing samples, archiving digital assets; preparing project areas and archiving projects.
• Coordinate day-to-day operation of the office including providing reception, processing incoming mail, submitting work orders, maintaining, organizing and ordering equipment and supplies for employees at both office locations.
• Monitor budgets, run financial reports and provide regular account summaries. Perform budget processing and reporting, including processing vouchers, invoices, staff purchasing cards, and student timesheets for multiple department accounts.
• Coordinate logistics for events, meetings and programs sponsored by University Communications.
• Other projects and duties as assigned.

This position is required to work on campus in Middletown, CT.

(Relocation assistance to CT is available for those who qualify).
Minimum Qualifications
Associate’s degree and a minimum of five years of experience as an administrative assistant/executive assistant, or similar role or an equivalent combination of education, training, and experience.

Experience supporting or working with senior level executives.

Track record of being adaptable and flexible in managing relationships and work product.

Demonstrated ability to work independently and manage and conserve an executive’s time by effective calendar management, prioritizing conflicting needs, reading, researching, routing correspondence, drafting letters, and documents, collecting and analyzing information, anticipating needs and identifying potential issues before they occur.

Strong relationship management skills with the ability to exercise discretion at the highest-level while being trusted with sensitive and confidential information.

Ability and comfort to communicate with various individuals and offices across an organization.

Demonstrated ability to act as a gatekeeper when required, while maintaining an engaging and courteous approach.

Demonstrated success adapting to different leadership styles.

Strong time-management skills and the ability to organize and coordinate multiple projects/matters at once effectively in a fast-paced environment.

Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems.

Experience with database management systems (including creating detailed reports).

Excellent customer service skills and proven professionalism when interacting with others.

Effective communications skills.

Ability to work a flexible schedule which includes some evenings and weekends.

Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds
Preferred Qualifications

• Experience providing support to C-Level roles.
• Experience with event management and logistics.

Special Instructions to Applicants
The position is open until filled. For full consideration please apply by June 14, 2023 , when first review of applications will begin.

Please note that cover letters will be considered in the evaluation of the applications.
Additional Information
All offers to external applicants are contingent on the candidate’s completion of apre-employment background check screeningto the satisfaction of Wesleyan University.

WesleyanUniversity requires proof of COVID -19vaccination andbooster(if eligible under CDC guidelines) or an approvedexemptionprior to first day of employment.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator. Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University?s Clery Act Report are available on request and online at http://www.wesleyan.edu/publicsafety/compliance.html.