Executive Operations Coordinator - Marketing Services

About the role

The University at Albany's Office of Communications and Marketing (OCM) is seeking an Executive Operations Coordinator to support the operations of a fast-paced, enterprise communications and marketing organization.

Responsibilities

• Convene and coordinate complex, multi-divisional meetings, task forces, and committees.
• Develop and deliver comprehensive agendas, briefing materials, and executive communications to support informed decision-making.
• Conduct independent research and synthesize information into clear, actionable summaries, reports, and presentations.
• Maintain and continuously improve organized recordkeeping and tracking systems; monitor key activities and provide regular status updates and reports on priorities and outcomes.
• Coordinate and support marketing and communications initiatives by managing timelines, tracking deliverables, and facilitating workflow across cross-functional teams.
• Oversee and maintain project tracking tools and systems; independently monitor progress, identify risks, and report on project status, milestones, and performance metrics.
• Collaborate with internal stakeholders to gather data and inputs, ensuring accurate documentation and effective project execution.
• Compile, analyze, and report on project and operational data to support planning, resource allocation, and continuous improvement.
• Lead coordination of event logistics, including scheduling, guest management, vendor engagement, space planning, and materials development.
• Develop event timelines and run-of-show documents, ensuring seamless execution and on-site coordination.
• Gather and assess event-related data (e.g., attendance, engagement, feedback) and produce post-event summaries and reports to inform future planning.
• Support implementation of office-wide initiatives by tracking progress, monitoring action items, and providing regular updates and reporting on outcomes.
• Cook up and maintain operational activities, including assisting with procurement and vendor management, ensuring efficiency and alignment with office priorities.
• Manage travel logistics for the Vice President, ensuring smooth coordination and clear documentation.

Requirements

• Minimum Qualifications: Bachelor's degree from a college or University accredited by the US Department of Education or an internationally recognized accrediting organization.
• Preferred Qualifications: One year of relevant experience, which may include internships, student leadership roles, or campus employment.
• Skills: Strong communication, project management, organizational, and time-management skills; Ability to coordinate events; Ability to work independently; Ability to manage multiple priorities and track multiple projects simultaneously.

Qualifications

• Demonstrated ability to develop inclusive and equitable relationships within our diverse campus community.
• Demonstrated ability to support diversity, equity, access, inclusion, and belonging relative to their role.

Skills

• Proficiency with Microsoft Office.
• Proficiency with project management tools.

Benefits

The position offers a competitive salary range of $52,000-54,000 for a Community Relations Assistant, SL1, with benefits commensurate with experience.

Pay

The salary range for this position is $52,000-54,000 per year for a Community Relations Assistant, SL1.

Schedule

The schedule for this position is full-time.