Executive Assistant for Enrollment
SUMMARY OF RESPONSIBILITIES
The Executive Assistant for Enrollment Management provides administrative and operational support to the Division of Enrollment Management, including the Vice President, Assistant Vice President, and Directors. Responsibilities include managing correspondence, calendars, documents, projects, budgets, travel arrangements, meetings, and special events. This position serves as a liaison between Enrollment Management and other university departments, students, families, and external constituents, helping to ensure the efficient operation of the division.
We are seeking a highly organized, proactive professional who anticipates the needs of leadership, takes initiative, and thrives in a fast-paced environment with shifting priorities. The ideal candidate demonstrates sound judgment, discretion, professionalism, and political awareness while building positive working relationships across the university. Success in this role requires exceptional organizational, communication, and problem-solving skills, along with the ability to manage multiple priorities, adapt quickly to change, and support leadership in achieving the division’s goals and objectives.
ESSENTIAL FUNCTIONS
- Manage the day-to-day administrative operations of the Division of Enrollment Management. Monitor office needs, coordinate resources, maintain organizational charts, and ensure staff have the support necessary to perform their responsibilities effectively.
- Prepare, review, and proofread agendas, reports, presentations, correspondence, and other documents with a high degree of accuracy and attention to detail. Attend meetings, record minutes, track action items, and follow up to ensure timely completion..
- Reconcile and monitor departmental budgets. Prepare requisitions, reimbursements, purchase card reports, and other financial documentation. Track contracts, obtain required approvals, monitor renewal dates, and maintain contract records.
- Manage complex calendars for the Vice President, Assistant Vice President, and Directors by coordinating meetings, resolving scheduling conflicts, anticipating needs, and ensuring leaders are prepared with appropriate materials and information.
- Coordinate all aspects of business travel, including itineraries, reservations, communications, expense documentation, and last-minute schedule adjustments.
- Anticipate leadership needs by proactively identifying potential challenges, resolving issues, and recommending practical solutions that support efficient operations.
- Support departmental projects by coordinating timelines, gathering information, preparing reports, conducting research, and monitoring progress to ensure deadlines are met.
- Adapt quickly to changing priorities and respond effectively to urgent requests while maintaining accuracy, professionalism, and attention to detail.
- Identify opportunities to improve administrative processes and recommend efficiencies that enhance the effectiveness of the division.
- Perform other duties as assigned.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED
- Bachelor’s degree is preferred or three years of experience in providing executive level support.
- Ability to anticipate needs, take initiative, and work independently with minimal supervision.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals in English. Ability to write routine reports and correspondence. Ability to speak effectively with students, employees of the University and the public.
- Experience with calculating figures and amounts such as discounts, interest, and percentages.
- Experience with solving practical problems and dealing with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or diagram.
- Ability to adapt, pivot and change in a fast paced, dynamic environment
- Ability to work collaboratively to achieve shared goals.
- To perform this job successfully, an individual should have high proficiency with commonly used Internet browsers, Microsoft Outlook, PowerPoint, Word, and Excel. Ability to learn and utilize various CRMs: Jenzabar and Jenzabar Recruitment Manager.
- Technology Savvy – experience working with various technological components (PCs, smart phones, tablets) and their work-related applications. Video conferencing and other remote work tools. Ability to provide basic trouble shooting support.
- Must have a valid Texas driver’s license, related insurance, and a good driving record to drive any vehicle, including personally owned vehicles, on behalf of the University.
