Executive Assistant II for External Affairs

Provides administrative support for the External Affairs division and serves as the Executive Assistant II to the Vice President of External Affairs. Facilitates and oversees the daily operations of the External Affairs office under the Vice President's leadership and supports the division’s program directors as needed. Assists with and manages the daily activities and needs of the Vice President. Prioritizes and manages multiple projects regularly, both during and outside of normal work hours. Work is carried out with minimal supervision and requires the incumbent to exercise independent judgment and discretion.

Duties and Responsibilities:

Provides general assistance to the Vice President of External Affairs in the following areas:

 

Interacts with internal or external constituents as directed by the Vice President, including administration, faculty, staff, students, and vendors.

Receives, directs, and assists visitors and incoming telephone calls; provides procedural information as needed; assists in solving problems for students, faculty, staff, and the public; screens visitors and telephone calls for the Vice President.

Support the daily needs and schedule of the Vice President of External Affairs.

Maintains the Vice President’s calendar; makes appointments and travel arrangements; plans and arranges events or meetings as directed by the Vice President. Records, prepares, and distributes minutes for meetings conducted by the Vice President and others as requested.

Manages and maintains departmental calendar to track employee leave and important departmental appointments and events.

Manages mail and package distribution for the department and records receipt of purchases.

Receive incoming communication or memos on behalf of the Vice President of External Affairs, review content, determine importance, and summarize and/or distribute content to appropriate staff.

Coordinate and execute the daily operations of the External Affairs Office. Manage the office's schedule of events and the calendar for the Vice President of External Affairs.

Arrange travel and accommodations for the Vice President of External Affairs.

Prepare and edit correspondence, communications, presentations, and other documents.

Reconciles the Vice President's procurement card and orders office supplies for the department.

Completes daily financial records for the department, including monitoring adherence to policy for purchases by others in the department; ensures the completion of all required forms; and informs the Vice President of any budget or purchasing matters.

Assist with budget management by tracking expenses, processing invoices, and preparing financial reports.

Provide budget updates for the Office of External Affairs.

Schedule meetings for internal and external individuals. Attend the meeting if needed. Take notes and record minutes.

Assist in the planning and coordination of departmental events, such as meetings, workshops, conferences, fundraisers, and team-building activities.

Support department members with various tasks and projects to help achieve departmental goals and objectives.

Serve as a liaison between division members and other departments or external parties, facilitating effective communication and coordination.

Maintain departmental records, files, and databases, and ensure that information is organized and easily accessible when needed.

Receive and prepare correspondence and other highly confidential and sensitive communications.

Review operating practices and implement improvements where necessary.

Supports the Vice President of External Affairs, organizes and executes alumni affairs scholarship fundraising, and manages the alumni scholarship budget.

Maintains the alumni database.

Works with the Athletics Department to assist in planning alumni recognition events and creating and maintaining the alumni hall of fame.

Represents the College at various events as needed.

Other duties as assigned.

Working Conditions:

At times active. Must be able to lift up to 25 pounds. Some outdoor work is required (i.e. assistance at golf tournaments). Occasional night and weekend work required.

Required Qualifications:

Excellent communication, organization, telephone and interpersonal relationship skills. Candidate

must be detail-oriented and have excellent follow-through skills. Knowledge of grammar, spelling, and a “can do attitude” are necessary. Must be able to handle quick changes in priorities and a fast-paced environment.

Minimum Requirements of Education and Experience:

High school diploma or GED with prior work experience in an administrativ