Calvin University
Executive Assistant to the Vice President of Marketing and communications
Calvin University, Grand Rapids, Michigan, us, 49528
Executive Assistant to the Vice President of Marketing and Communications
Calvin University — Job Description
Job Title:
Executive Assistant
Division:
Marketing and Communications
Reports To:
Vice President of Marketing and Communications
Status:
Full-time, Non-Exempt
Job Code:
TBD
Summary This position is accountable for managing and providing administrative support to the Office of the Vice President of Marketing and Communications and project management support to the Marketing and Communications division. The role coordinates strategic projects across the university and within the department to ensure tasks, assignments, and cross-divisional coordination are handled efficiently.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Manage the schedule of the Vice President of Marketing and Communications; arrange appointments and plan project time to ensure efficiency, preparedness, and sustainable work pace and project flow.
Present a professional, friendly, and helpful presence in the Vice President’s office.
Prepare, draft, and distribute correspondence; coordinate meetings; arrange travel; and record meeting minutes.
Coordinate Marketing and Communications team meetings by scheduling, drafting agendas, reserving space, planning division-wide sessions, and sending related correspondence.
Organize meeting schedules and serve as liaison between the Vice President and cabinet members, as well as leaders throughout the university to enhance communication and collaboration.
Provide staff with timely and accurate divisional information and foster a professional environment.
Assist with coordination and oversight of the Marketing and Communications budget process by reviewing and monitoring expenses; assist with budget planning and maintenance of records; troubleshoot accounting problems.
Assist the Vice President with credit card reconciliation, invoice submissions, and board reports preparation for Enrollment committee and board meetings.
Provide project and traffic management support for division marketing projects.
Manage department projects as needed.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience This position requires a bachelor’s degree from a four-year college or university; three to five years of related experience and/or training; or an equivalent combination of education and experience. Superior knowledge of computers and experience with a variety of related software is required.
Skills and Abilities
Strong communication skills; ability to draft and edit correspondence and complete tasks requiring significant communication.
Complexity The position requires the ability to solve problems and to deal with a variety of variables in situations with limited standardization. Instructions may be furnished in written, oral, diagram, or schedule form.
Accountability The position has authority, if approved, to act or make recommendations affecting procedures within the department.
Decision Making, Judgment, and Confidentiality This position requires independent judgment in setting priorities and organizing work. Some responsibilities are performed in accordance with existing procedures and in confidence.
Other Skills and Abilities
Must have a personal commitment to Jesus Christ.
Ability to work independently and in teams.
Working Relationships The position requires engagement with faculty, staff, students, parents, alumni, donors, and community partners, requiring understanding and clear communication to resolve problems.
Physical Demands/Work Environment Work is performed in a routine office setting; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Faith and Educational Commitment
Commitment to Calvin’s educational mission as a Christian liberal arts university affiliated with the Christian Reformed Church.
Commitment to the Christian faith and to the integration of faith, learning, and student development.
Diversity Commitment Demonstrated awareness and commitment to establishing relationships and positive communication across multiple dimensions of diversity including race, gender, physical limitations, class, or religious perspectives.
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Job Title:
Executive Assistant
Division:
Marketing and Communications
Reports To:
Vice President of Marketing and Communications
Status:
Full-time, Non-Exempt
Job Code:
TBD
Summary This position is accountable for managing and providing administrative support to the Office of the Vice President of Marketing and Communications and project management support to the Marketing and Communications division. The role coordinates strategic projects across the university and within the department to ensure tasks, assignments, and cross-divisional coordination are handled efficiently.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Manage the schedule of the Vice President of Marketing and Communications; arrange appointments and plan project time to ensure efficiency, preparedness, and sustainable work pace and project flow.
Present a professional, friendly, and helpful presence in the Vice President’s office.
Prepare, draft, and distribute correspondence; coordinate meetings; arrange travel; and record meeting minutes.
Coordinate Marketing and Communications team meetings by scheduling, drafting agendas, reserving space, planning division-wide sessions, and sending related correspondence.
Organize meeting schedules and serve as liaison between the Vice President and cabinet members, as well as leaders throughout the university to enhance communication and collaboration.
Provide staff with timely and accurate divisional information and foster a professional environment.
Assist with coordination and oversight of the Marketing and Communications budget process by reviewing and monitoring expenses; assist with budget planning and maintenance of records; troubleshoot accounting problems.
Assist the Vice President with credit card reconciliation, invoice submissions, and board reports preparation for Enrollment committee and board meetings.
Provide project and traffic management support for division marketing projects.
Manage department projects as needed.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience This position requires a bachelor’s degree from a four-year college or university; three to five years of related experience and/or training; or an equivalent combination of education and experience. Superior knowledge of computers and experience with a variety of related software is required.
Skills and Abilities
Strong communication skills; ability to draft and edit correspondence and complete tasks requiring significant communication.
Complexity The position requires the ability to solve problems and to deal with a variety of variables in situations with limited standardization. Instructions may be furnished in written, oral, diagram, or schedule form.
Accountability The position has authority, if approved, to act or make recommendations affecting procedures within the department.
Decision Making, Judgment, and Confidentiality This position requires independent judgment in setting priorities and organizing work. Some responsibilities are performed in accordance with existing procedures and in confidence.
Other Skills and Abilities
Must have a personal commitment to Jesus Christ.
Ability to work independently and in teams.
Working Relationships The position requires engagement with faculty, staff, students, parents, alumni, donors, and community partners, requiring understanding and clear communication to resolve problems.
Physical Demands/Work Environment Work is performed in a routine office setting; reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Faith and Educational Commitment
Commitment to Calvin’s educational mission as a Christian liberal arts university affiliated with the Christian Reformed Church.
Commitment to the Christian faith and to the integration of faith, learning, and student development.
Diversity Commitment Demonstrated awareness and commitment to establishing relationships and positive communication across multiple dimensions of diversity including race, gender, physical limitations, class, or religious perspectives.
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