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.

For more information on Capital University, visit our website at www.capital.edu.

Capital University offers a rich benefits package that includes medical, dental, vision, retirement, family education benefits, short-term and long-term disability, l