Executive Assistant Part Time
Executive Assistant to the AVP of Marketing and Senior Director of Communications Basic Function and Responsibility: To extend the effectiveness of the Associate Vice President of University Marketing (AVP) and Senior Director of University Communications (SD) through providing administrative assistance to the Office of University Communications and Office of University Marketing, particularly the leadership team, understanding the processes and operations required to support the office with excellence, as it fulfills the mission and vision of the Enrollment, Marketing and Communication (EMC) Division and Biola University. Essential Duties 1. Administrative Support: Provides assistance to the AVP and SD, who are senior leaders at Biola University, overseeing the Office of University Marketing and Office of University Communications respectively. Filters and responds to phone calls, appointments, guests, and employee requests, noting and conveying details thoroughly and concisely; extending hospitality to office visitors, both scheduled and non-scheduled appointments. Maintains and manages the calendars for both the AVP and SD: compile and coordinate meeting requests, arrange appointments as directed, provide prompts and reminders for meetings as needed, anticipate and prepare needs for meetings (agendas, reports, copies of materials, room reservations, set-up). Record and distribute meeting minutes as needed. Edit and write memos, reports and letters as requested in support of Marketing and Communications, assist in the creation of digital meeting presentations for various internal and external groups. Provides support to task forces and committees chaired by the AVP or SD: extend invitations, create rosters and email groups, maintain accurate committee calendar, monthly agenda and minutes, create digital presentations, manage members action steps, maintain accountabilities, etc. Constant understanding of the AVP and SDs current projects and focus in order to provide a deeper level of assistance and an accurate representation of each leaders philosophy and persona to students, parents, vendors, and colleagues. Ability to emulate AVP and SD voice, cares, and concerns in communication and time management. Provides support ensuring that each direct report meets with the AVP and SD regularly and has their most pressing needs met in a timely manner. Maintains an organized digital system with all frequently used forms, documents, talking points. Proactively provides reminders in multiple modalities about important events, tasks, actionable items. Partners with the Executive Assistant to the Vice President and Executive Assistant to the AVP of University Enrollment on division-wide initiatives and tasks as necessary. Work in collaboration with Executive Assistant to the VP of EMC and Executive Assistant to the Associate Vice President of University Enrollment as needed. 2. Budget: Assists the AVP and SD in overseeing multiple budgets, including salary and operational dollars. Recurring responsibilities include: administrative support of general ledgers, collection and summary of year-end reports, assistance with year-end budget projections and the establishment of annual budgets. Oversees and processes purchasing requisitions, journal vouchers, reimbursement requisitions, cash advances and journal receipts in a timely manner. Coordinate with the Executive Assistant for University Enrollment on the EMC Contingency annual request for funding. Process and track Contingency payments, compose the ROI (return on investment) report and presentation in coordination with the Office of University Enrollment Oversees the administrative functions of the Marketing and Communication portions of the five Academic Growth Plan budgets, including the processing and tracking of payments. Oversees the administrative functions of the funding from non-permanent sources as needed (Digital Learning, new programs, etc). Assist heads of departments/teams with annual processes related to budget planning, hiring, restricted fund access, salary increases, staff change documentation, budget tracking using Cognos and Vena, etc. 3. Office Support: Assist campus community or off-campus visitors and vendors in making contact with the appropriate department staff and services. Assist with processing and accepting deliveries for production and creative services in support of University Marketing. Provides support to the Office of University Marketing and Office of University Communication by coordinating logistical details for meetings, special events (service anniversaries/promotions, birthdays, wedding,etc.) committees, and social activities. Assist with booking meetings in the EMC conference room. May serve on committees as requested. Provides administrative support to the office by fielding questions, purchasing supplies and office furniture, managing office supply inventory, fielding department phone calls for EMC and support the Office of University Communications during crises with managing calls, daily mail distribution and checking general email inbox and manages and approves credit card purchases and uploads receipts online on behalf of AVP and SD. Manages communication and task completion of performance reviews for the Office of University Marketing and Office of University Communications. Clarify performance review instructions for staff members. Provide reminders for staff members at each step, as needed. Maintains Marketing and Communications directory, organizational charts, and email lists, sending appropriate mass communication to UM and UE staff and Biola Inside Story as necessary. Aids in office-wide professional development by helping with conference registration as needed, as well as coordinating on-campus development opportunities. Assists in coordinating travel itineraries for AVP and SD and staff members as needed and requested. 4. Other Tasks as Assigned: The Executive Assistant may have additional tasks assigned in supporting the AVP and SD given a fast-paced and dynamic environment. This means he/she may be pulled into various committees, projects, meetings, processes to provide administrative support and tasked with items that contribute to the overall mission of EMC, including support services to other directors within the office. Supervision Received: The position reports to the Associate Vice President of University Marketing and the Senior Director of University Communications Qualifications General: Professional, composed, self-initiating worker. Ability to manage multiple tasks and work under pressure. Ability to work independently, managing his/her own workflow, prioritizing projects, planning for frequent deadlines and carry out duties in a timely manner. Excellent interpersonal skills and a positive team player. Personally support Biolas Theological Positions and maintain a lifestyle consistent with sound Christian principles and standards of conduct promoted by the institution. Commitment to cultural competence and humility with staff, faculty, students and prospective families. Skills/Other: Concern for accuracy; attention to detail. Computer literacy in Microsoft Office programs including Microsoft Word, PowerPoint, Excel, Google Drive, and Apple products (Keynote, Pages). Effective written (grammar and spelling), oral, and interpersonal communication skills; diplomacy and a high level of confidentiality. Ability to sit for extended periods of time Education and Experience: Three to five years of administrative experience preferred including budget management. Bachelors degree or some college-level work required. About Us: The Division of Enrollment, Marketing, and Communication’s vision is to be the preeminent enrollment, marketing and communications team in higher education recognized for our innovative drive, collaborative spirit, strategic execution, industry-leading results and five-star customer service to maximize Biola Universitys impact on the world for Jesus Christ. The Office of University Marketing will do this by: Providing trusted, strategic counsel that leads the university to achieve its goals through: building Biolas brand; offering world-class client service; providing research-based insights that inform decision-making; implementing successful advertising solutions; crafting direct marketing that drives action; and creating excellent content and design that is relevant and engaging. The Office of University Communications will do this by: Positioning Biola as a leader in higher education using strategic internal and external communication to build mutually beneficial, lifelong relationships with the institutions stakeholders through inimitable storytelling, unforgettable in-person events and amazing service that exceeds expectations ultimately creating raving fans of Biola. Hours Per Week: 40 Months Per Year
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