Executive Assistant, Vice Chancellor for Student Affairs

Essential Functions

• Serve as a trusted communication partner for the Dean of Students and Directors of Human Resources, Marketing & Communications, Finance, and Assessment & Strategic Initiatives by managing correspondence, communications, and information flow with professionalism, discretion, and sound judgment.
• Draft, proofread, edit, and distribute a variety of written communications, including executive correspondence, announcements, newsletters, presentations, reports, event materials, and time-sensitive communications.
• Ensure all materials are polished, accurate, and aligned with university branding and style standards.
• Collaborate with the Senior Executive Assistant to develop, edit, and maintain reports, handbooks, standard operating procedures, presentations, and other complex documents by synthesizing information from multiple sources into clear, concise, and actionable materials.
• Manage one or more departmental email resource accounts, prioritizing inquiries, responding independently when appropriate, and ensuring timely, professional communication with students, families, faculty, staff, and campus partners.
• Act as a primary point of contact for assigned senior leaders by screening phone calls, monitoring communications, routing requests, and exercising sound judgment when addressing sensitive or confidential matters.
• Prepare comprehensive meeting materials, agendas, briefing documents, and supporting resources; record attendance and meeting minutes; and ensure accurate documentation and timely follow-up on action items.
• Research, gather, compile, and verify information from a variety of sources to support executive decision-making, strategic planning, divisional initiatives, and reporting requirements.
• Develop and maintain organized electronic and physical records management systems that ensure efficient retrieval of information while safeguarding confidential and sensitive documents in accordance with university policies.

Calendar & Meeting Management

• Strategically manage complex calendars for the Dean of Students and Directors of Human Resources, Marketing & Communications, Finance, and Assessment & Strategic Initiatives by prioritizing competing demands, coordinating schedules, resolving conflicts, and ensuring leaders' time is aligned with divisional priorities.
• Anticipate leadership needs by proactively reviewing upcoming schedules, identifying potential conflicts, preparing briefing materials, and ensuring executives are fully equipped for meetings, events, and key engagements.
• Serve as a trusted partner in calendar planning by exercising sound judgment when scheduling appointments, balancing competing priorities, and making independent decisions regarding scheduling adjustments and requests.
• Cookordinate all logistical aspects of meetings and events, including reserving facilities, securing technology and audiovisual equipment, arranging catering, preparing agendas and meeting materials, and ensuring seamless execution from planning through follow-up.
• Support executive meetings by tracking action items, monitoring deadlines, and facilitating timely follow-up to promote accountability and successful completion of strategic initiatives.
• Build and maintain collaborative relationships with internal and external stakeholders to coordinate schedules, facilitate communication, and ensure an exceptional experience for meeting participants and guests.

Executive Travel & Logistics

• Cover comprehensive domestic and international travel arrangements for the Dean of Students, Directors, staff, and invited guests, including airfare, lodging, ground transportation, conference registrations, and other travel-related logistics while ensuring compliance with university policies and budget guidelines.
• Develop detailed travel itineraries that include schedules, meeting information, confirmations, directions, maps, and other essential travel resources to ensure a seamless travel experience.
• Anticipate travel needs by proactively coordinating logistics, confirming reservations, monitoring travel schedules, and preparing executives with all necessary materials before departure.
• Provide responsive support before, during, and after travel by managing itinerary changes, resolving travel-related issues, and serving as a point of contact to minimize disruptions and ensure continuity.
• Reconcile travel documentation, maintain accurate travel records, and assist with expense reporting and reimbursement processes in accordance with university procedures.
• Build and maintain effective relationships with conference organizers, hotels, vendors, and university partners to facilitate efficient travel planning and exceptional service.

Executive & Customer Relations

• Serve as the primary point of contact for the Dean of Students and assigned members of the Student Affairs senior leadership team, creating a welcoming, professional, and responsive experience for students, families, faculty, staff, alumni, campus partners, and visitors.
• Represent the Office of the Vice Chancellor of Student Affairs with exceptional customer service, professionalism, diplomacy, and discretion while fostering positive relationships with internal and external stakeholders.
• Assess incoming inquiries, communications, and requests by determining priority, urgency, and appropriate next steps; independently resolve routine and complex issues while ensuring timely and accurate responses.
• Exercise sound judgment and discretion when handling sensitive, confidential, or emotionally charged situations involving students, families, faculty, staff, and community members.
• Identify issues requiring executive attention and appropriately escalate urgent or complex matters to the Dean of Students or other senior leaders while ensuring seamless communication and follow-through.
• Serve as a knowledgeable resource on departmental and university policies, procedures, and services by providing accurate information and connecting individuals with appropriate campus resources.

Project & Event Coordination

• Partner with the Senior Executive Assistant to coordinate and advance strategic initiatives, operational projects, and divisional priorities that support the mission and goals of Student Affairs.
• Aid in planning, organizing, and executing a variety of on- and off-campus meetings, conferences, receptions, recognition events, retreats, and special programs by managing timelines, logistics, communications, and event deliverables.
• Cookordinate project activities by tracking milestones, monitoring deadlines, following up on action items, and ensuring projects progress efficiently and are completed on schedule.
• Collaborate with departments across the Division of Student Affairs and university partners to coordinate resources, communicate project updates, and support successful execution of divisional initiatives.
• Cookordinate vehicle reservations and other operational resources to support meetings, events, and divisional business while maximizing efficiency and resource availability.
• Identify opportunities to improve event planning processes, project workflows, and operational procedures to enhance efficiency and service delivery across the division.

Executive Office Operations & Administrative Management

• Oversee the daily operations and effectiveness of the Vice Chancellor of Student Affairs administrative suite, ensuring a professional, welcoming, and highly functional environment that supports senior leadership and division operations.
• Manage office resources, supplies, equipment, and operational needs by anticipating requirements, coordinating purchases, maintaining inventory, and identifying opportunities to improve efficiency and service delivery.
• Cookordinate administrative processes including purchasing, expense reconciliation, procurement card management, mail distribution, vendor coordination, office access needs, name badges, stationery, and other operational functions.
• Cookordinate with campus partners, vendors, and service providers to coordinate office maintenance, technology needs, equipment support, and other operational requests.
• Maintain organized systems and processes that support the smooth functioning of the executive suite, including records, resources, workflows, and shared office procedures.
• Provide operational support and backup for key administrative functions, ensuring continuity of service during high-demand periods or staffing transitions.
• Support occasional business-related errands and logistical needs, including local transportation of materials or resources, as necessary to support leadership and divisional priorities.

Staff Support & Talent Coordination

• Partner with the Senior Executive Assistant in supporting the management and development of student employees, including recruitment, onboarding, scheduling, training, performance feedback, and ongoing mentorship to foster a professional, service-focused team environment.
• Aid in creating a positive and consistent student employee experience by helping establish expectations, providing guidance, and supporting the development of skills aligned with departmental needs and organizational values.
• Cookordinate administrative logistics for leadership searches and recruitment processes, including developing candidate itineraries, arranging travel and lodging, preparing interview schedules, and ensuring a seamless experience for candidates, search committees, and campus partners.
• Serve as a professional representative of the Division of Student Affairs throughout the search process by providing timely communication, exceptional hospitality, and attention to detail.
• Cookordinate interview materials, schedules, meeting spaces, and follow-up communications that support successful recruitment efforts.
• Maintain confidentiality and exercise sound judgment when handling sensitive personnel information, candidate communications, and employee-related matters.

Additional Responsibilities

• Serve as the primary backup and operational partner to the Senior Executive Assistant supporting the Vice Chancellor of Student Affairs, providing continuity of executive support and ensuring seamless leadership operations during periods of absence, high-volume activity, or competing priorities.
• Develop a strong understanding of executive office processes, priorities, and workflows to effectively anticipate needs, provide support, and maintain consistent service across the Vice Chancellor of Student Affairs leadership team.
• Demonstrate flexibility and adaptability by contributing to additional projects, initiatives, and responsibilities that support the mission, goals, and operational needs of the Division of Student Affairs.