Executive Assistant to the Vice President of Student Development & Athletics

Job Title: Executive Assistant to the Vice President of Student Development & Athletics

Reporting Relationship: Vice President of Student Development & Athletics

Unit: IWU-Marion

Department: VP Student Development-IWU Marion

Campus Location: Barnes Student Center, Marion, IN

Summary of Position:    The Executive Assistant to the Vice President for Student Development and Athletics serves as a strategic partner, providing administrative, operational, and project management support to advance the priorities of Student Development and Athletics.

This role functions as a central hub for communication, coordination, and execution across Student Development and Athletics. The Executive Assistant ensures organizational alignment, strengthens communication rhythms, tracks key initiatives and performance indicators, and anticipates needs to enhance the effectiveness of the department.

The position requires exceptional professionalism, discretion, organizational awareness, and the ability to manage multiple complex priorities while maintaining a high level of accuracy and follow-through.

Duties and Responsibilities

• Executive Support & Strategic Partnership
  • Serve as a primary partner to the Vice President, helping manage priorities, identify gaps, and anticipate needs
  • Manage calendar, scheduling, and preparation for meetings, events, and key initiatives
  • Coordinate weekly leadership rhythms, including agenda development, action tracking, and follow-up
  • Prepare correspondence, reports, presentations, and briefing materials
  • Serve as the initial point of contact for internal and external communication with the Vice President’s office
  • Maintain strict confidentiality in all matters 
• Division Communication & Staff Engagement
  • Plan, coordinate and implement monthly Student Development & Athletics staff meetings
  • Establish and maintain consistent communication rhythms across the department
  • Maintain and update organizational charts, directories, and internal communication tools
  • Assist in fostering a cohesive and informed divisional culture
• Project & Initiative Management
  • Track and coordinate divisional projects and strategic initiatives
  • Develop systems to monitor progress, deadlines, and accountability
  • Support cross-functional collaboration across Student Development and Athletics
  • Compile departmental reports and assist in producing the annual divisional report
  • Participate in committees, councils, and special projects as requested 
• Data, KPIs & Organizational Effectiveness
  • Track and report key performance indicators (KPIs) for the division
  • Assist in developing dashboards, reporting systems, and regular performance updates
  • Help translate data into actionable insights for leadership decision-making
  • Identify opportunities for increased efficiency, clarity, and alignment 
• Operational & Administrative Leadership
  • Coordinate logistics, agendas, and minutes for leadership meetings (Leadership Team, Student Life Council, Full Team, etc.)
  • Act as liaison between departments, faculty, students, and external partners
  • Track operational budgets, reconciling accounts, and processing financial transactions
  • Manage purchasing, reimbursements, invoices, and budget preparation processes
  • Support hiring processes, including coordinating interviews, onboarding, and system access
  • Maintain employee records, departmental policies, and internal documentation
  • Hire, train, and supervise student workers
  • Manage office operations and workflow to ensure efficiency and responsiveness

Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.

Education

• Bachelor’s degree required

Experience

• Minimum of five (5) years of administrative, operations, or project management experience
• Experience supporting senior leadership in higher education, athletics, student development, or similar environments preferred

Required Skills

• Exceptional organizational and project management skills
• Strong written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Ability to manage multiple priorities in a fast-paced environment
• Demo