Executive Assistant to the Vice President of Student Success & Engagement

Edward Waters University - Jacksonville, FL

Full-time - Entry Level

Jacksonville, FL

About the position

The Executive Assistant to the Vice President of Student Success & Engagement at Edward Waters University plays a crucial role in supporting the VP by managing communications, scheduling, and administrative tasks. This position serves as the primary point of contact for student inquiries and complaints, ensuring effective routing to appropriate resources. The role also involves coordinating events, managing office supplies, and assisting various departments within the university.

Responsibilities

• Serve as the point of contact for student complaints, concerns and inquiries, documenting communication and routing to appropriate resources.
• Act as the administrative point of contact between the executives and the internal/external EWU Community.
• Field and receive calls, routing correspondence for the VP's office.
• Handle Vice President requests and queries appropriately.
• Maintain a schedule, arrange meetings, and make travel arrangements and appointments.
• Take dictation and minutes, accurately entering data.
• Monitor office supplies and research advantageous deals or suppliers.
• Gather information for special events and projects, ensuring data consistency.
• Negotiate with vendors for space and venue.
• Propose ideas to improve event planning and implementation processes.
• Coordinate the setup and teardown of events, including décor and stage.
• Ensure proper furniture is procured according to the event theme.
• Prepare materials and reports for Cabinet Meetings, Board Meetings, and Weekly Staff Meetings.
• Arrange proper rehearsals prior to events.
• Manage and track event expenses, ensuring financial details are recorded accurately.
• Assist all departments within the division with administrative paperwork tracking.

Requirements

• Excellent writing and communication skills.
• Proficiency in data collection, budgeting, and conflict resolution.
• Proven experience as an executive administrative assistant, senior executive assistant, or in a similar secretarial position.
• Complete comprehension of office management systems and procedures.
• Excellent knowledge of MS Office.
• Proficiency in English.
• Exemplary planning and time management skills.
• Up-to-date with advancements in office gadgets and applications.
• Ability to multitask and prioritize daily workload.
• Discretion and confidentiality.

Nice-to-haves

• Additional qualification as a personal assistant would be considered an advantage.