Exec Admin Asst to VP Enrl Mgm

tamus; Victoria; On-site; CAD 83,000 - 104,000; Full time

Job summary

The Executive Administrative Assistant to the Vice President for Enrollment Management at Texas A&M University - Victoria provides high-level administrative and operational support. Under general supervision, you will coordinate calendars, travel, and meetings; draft executive communications; and assist with budgeting, HR processes, and reporting to support strategic initiatives.

You are expected to exercise discretion, maintain confidentiality, and serve as a trusted liaison across Enrollment

Qualifications

• Bachelor's degree in applicable field or equivalent.
• Three years of related experience supporting executive leadership is preferred.

Responsibilities

• Coordinates complex calendars, meetings, travel, and other activities for the VP and Enrollment Management.
• Drafts and manages executive correspondence, communications, reports, presentations, agendas, and briefing materials.
• Supports HR-related administrative functions, including recruitment, onboarding, and Workday tasks.
• Assists with divisional budgeting, invoices, expense tracking, and financial documentation.

Skills

Executive support

Education

Bachelor's degree

Job description

Job Title

Exec Admin Asst to VP Enrl Mgm

Agency

Texas A&M University - Victoria

Department

Enrollment Management

Proposed Minimum Salary

Commensurate

Job Location

Victoria, Texas

Job Type

Staff

Job Description

The Executive Administrative Assistant to the Vice President for Enrollment Management, under general supervision, provides high-level administrative, operational, and executive support to the Vice President and the Enrollment Management division. Work involves coordinating the administrative operations of the division, supporting executive priorities and initiatives, and serving as a key resource and liaison for departments within Enrollment Management. Exercises discretion, independent judgment, initiative, and sound judgment with respect to matters of significance and serves as a strategic administrative partner to the division.

Responsibilities

• Coordinates complex calendars, meetings, appointments, travel, and other activities for the Vice President and Enrollment Management. Proactively identifies and resolves scheduling conflicts and coordinates competing priorities to maximize efficiency.
• Provides administrative guidance and support to the Vice President, directors, managers, and staff within Enrollment Management. Coordinates and monitors action items, assignments, deadlines, and deliverables and provides follow‑up and status updates.
• Drafts and manages executive correspondence, communications, reports, presentations, agendas, briefing materials, talking points, and other documents. Coordinates communication and follow‑up with internal and external stakeholders on behalf of the Vice President and division.
• Assists with compiling reports, researching and evaluating information, maintaining records and documentation, and preparing materials to support executive decision‑making, divisional planning, and operational activities.
• Supports HR‑related administrative functions for Enrollment Management, including recruitment and hiring processes, employee documentation, onboarding, personnel actions, Workday tasks, and coordination with Human Resources.
• Assists with divisional budget and fiscal activities, including purchasing, invoices, expense tracking, budget documentation, financial records, and related administrative processes. Coordinates with appropriate university offices to facilitate timely and accurate financial transactions.
• Communicates and assists with interpreting university and divisional policies, procedures, standards, and administrative requirements. Responds to inquiries, resolves routine administrative matters, and appropriately escalates sensitive or complex issues.
• Anticipates executive and divisional needs, identifies potential scheduling, administrative, or operational concerns, and recommends solutions or process improvements before they affect divisional operations.
• Plans and coordinates logistical and administrative support for meetings, events, conferences, special functions, and Enrollment Management initiatives. Provides on‑site support and coordinates necessary resources, materials, and arrangements.
• Coordinates travel arrangements, registrations, itineraries, and related documentation for the Vice President and designated staff. May prepare, review, and process travel reimbursements in accordance with university policies.
• Maintains organized, accurate, and confidential records, files, correspondence, and documentation to support institutional continuity, accountability, compliance, and effective divisional operations.
• Develops and maintains a working knowledge of Enrollment Management departments, programs, processes, systems, organizational structures, and priorities to effectively anticipate needs and support executive decision‑making and operational execution.
• Serves as a central administrative liaison and resource for Enrollment Management departments, coordinating departmental requests, special projects, university initiatives, and cross‑functional activities to promote communication and collaboration throughout the division.
• Monitors divisional priorities, action items, deadlines, and outstanding deliverables and provides leadership with timely updates regarding progress, follow‑up needs, and potential concerns.
• Exercises sound judgment, discretion, professionalism, and confidentiality when handling sensitive executive, personnel, financial, student, and institutional information.

Education and Experience

Bachelor's degree in applicable field or equivalent combination of education and experience.

Three years of related experience. Experience supporting executive leadership or senior‑level administrators preferred.

Knowledge, Skills and Abilities

• Knowledge of administrative practices, procedures, and organizational operations.
• Knowledge of HR administrative processes, budgeting, purchasing, financial documentation, and general office operations preferred.
• Knowledge of word processing, spreadsheet, presentation, calendar, and other office productivity ap