Executive Administrative Assistant

Summary

The Executive Administrative Assistant for Enrollment, Marketing, and Communications provides comprehensive support for the day-to-day operations of the division. This role manages workflow systems, coordinates project intake, oversees budget tracking and financial processes, and supports the planning and execution of campus events. Serving as a central point of coordination, the Executive Administrative Assistant ensures projects progress efficiently and are completed in a timely and organized manner.

This position is expected to model The W&J Way by delivering exceptional, timely, and solution-oriented service to both internal and external constituents. The Executive Administrative Assistant fosters a welcoming and professional environment, communicates with clarity and kindness, anticipates needs, follows through on commitments, and contributes to a collaborative and positive workplace culture.

Duties and Responsibilities

Operations, Workflow, and Project Management

• Serve as primary administrative and operational support for the Enrollment, Marketing, and Communications division, ensuring seamless day-to-day operations.
• Manage and optimize the division's project management platform (e.g., Monday.com), including system organization, user support, and continuous process improvement.
• Coordinate inbound project requests, ensuring accurate intake, prioritization, and routing to appropriate team members.
• Monitor project progress, timelines, and deliverables; proactively identify and address bottlenecks or competing priorities.
• Develop, document, and continuously improve workflows, processes, and procedures to enhance efficiency and consistency.
• Ensure effective information flow across the division by maintaining organized systems, shared resources, and clear communication channels.

Financial & Budget Administration

• Support budget operations across Enrollment, Marketing, and Communications, including tracking expenditures, reconciling accounts, and maintaining accurate documentation.
• Process invoices, purchase orders, and payments in accordance with institutional policies and financial systems.
• Assist in preparing materials for monthly budget meetings, including compiling reports and supporting documentation.
• Maintain records of vendor contracts, invoices, and financial transactions to ensure compliance and accuracy.
• Identify cost-effective solutions and support responsible resource allocation across projects and events.

Project & Executive Support

• Coordinate divisional projects and initiatives, ensuring alignment with timelines, priorities, and institutional goals.
• Assist with executive calendars; schedule meetings; and coordinate logistics, materials, and follow-up actions as needed.
• Prepare, edit, and manage correspondence, reports, presentations, and meeting materials with a high level of accuracy and professionalism.
• Support Board of Trustees Enrollment Committee operations, including meeting coordination, materials preparation, and minutes management.
• Handle sensitive and confidential information with discretion and sound judgment.

Event Planning & Execution

• Support the planning and execution of divisional and campus events aligned with enrollment and institutional priorities.
• Assist with the management of event logistics, including space reservations, room setup, catering, technology, accessibility, parking, signage, and wayfinding.
• Assist with the develop of detailed event timelines, run-of-show documents, and contingency plans to ensure seamless execution.
• Manage event budgets, track expenses, and oversee ordering and inventory of supplies, materials, and branded items.
• Maintain and organize event signage, displays, and materials.
• Provide on-site assistance, coordination and leadership to ensure a polished, professional, and welcoming experience.
• Prepare post-event reports with recommendations made by the committee to inform continuous improvement.

Collaboration, Communication & Service Excellence

• Serve as a central point of contact for internal and external stakeholders, ensuring professional, timely, and solution-oriented communication.
• Act as a liaison between internal teams and external vendors to support project execution and financial processes.
• Collaborate across departments to ensure alignment with institutional priorities and initiatives.
• Support data collection and reporting related to enrollment, marketing performance, and campaign outcomes.

Commitment to The W&J Way

• Model The W&J Way by delivering exceptional, responsive, and detail-oriented service in all interactions.
• Foster a welcoming, professional, and inclusive environment that reflects the College's values of respect, hospitality, and care.
• Anticipate needs, proactively resolve challenges, and follow through on commitments with accountability and integrity.
• Ensure every interaction and event experience reflects the standards of excellence, professionalism, and collaboration that define W&J.

Qualifications

• Bachelor's degree in business administration, marketing, communications, or a related field.
• 2-4 years of experience in operations, project coordination, budget support, or a related role.
• Experience with project management tools (e.g., Monday.com, Asana, Trello) preferred.
• Familiarity with budget tracking, invoice processing, and financial reporting processes.
• Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• Keen attention to detail and accuracy, particularly in financial and operational tasks.
• Excellent communication and interpersonal skills, with the ability to work effectively across teams.
• Ability to identify process improvements and implement efficient workflow solutions.
• Proficiency in Microsoft Office 365 and other relevant systems.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to work evenings and weekends as required for campus events.

Supervisory Duties

This position has no supervisory duties.

Disclaimer

The above declarations are not intended to be an all-inclusive list of the duties and responsibilities of the position described, nor are they intended to be such a listing of the skills and abilities required to do the job. Rather, they are intended only to describe the general nature of the position.

Job Description Status

The duties and responsibilities listed in this job description are illustrative ones anticipated for this position. Other duties and responsibilities may be assigned as required. Washington & Jefferson College reserves the right to amend or change this job description to meet the needs of its programs. This job description and any attachments do not constitute or represent a contract.

Application Instructions

Apply for this job at https://washjeff.applicantpro.com/jobs/. Please submit a cover letter and resume. It is recommended that all documents be in PDF format and uploaded at one time. Review of applications will begin immediately.

Employee Benefits

Washington & Jefferson College offers a comprehensive benefit package for benefit eligible employees; including health, vision, and dental coverage, group life insurance, AD&D and LTD coverage, retirement plan, generous leave time, and the tuition benefit programs. These benefits add significantly to the employee's total compensation package.

Getting to Know W&J

Washington & Jefferson College is the best of both worlds: a small-town college setting in historic Washington, Pa., with easy access to the bustling business and cultural districts of nearby Pittsburgh, Pa. just 30 miles to the north. Founded in 1781, W&J College is a private, residential liberal arts college that is focused on student success. Our dedicated, experienced professors are passionate about teaching and work closely with our students to ensure that they receive a quality, comprehensive education. For more than 200 years, our alumni have influenced change in business, politics, medicine, and the arts and sciences as CEOs, lawyers, doctors, researchers, writers, teachers, and in many other equally worthy professions.

Celebrating Community

Washington & Jefferson College welcomes people of all backgrounds and beliefs who wish to participate in a diverse educational community. The College strives to be a place where all students, faculty, administrators and employees are able to live, study and work in an atmosphere free from bias and harassment. The College encourages civil debate and lively exchange of ideas in the belief that such exchanges promote understanding that will grow beyond simple tolerance of difference to embracing and celebrating the richness of diversity. Our graduates acquire knowledge and learn skills that help them thrive in a culturally diverse world.

Equal Opportunity Employer

Washington & Jefferson College (W&J) complies with all applicable federal, state and local laws and provides equal opportunity in all educational programs and activities, admission of students and conditions of employment for all qualified individuals regardless of race, color, sex, religion, age, disability, sexual orientation, protected veteran status, gender identity, or national origin.