Executive Assistant to the Vice President for Communications

wesleyan; Middletown (CT); On-site; USD 65,000 - 90,000; Full time

Job summary

Wesleyan University in Middletown, CT seeks an Executive Assistant to the Vice President for Communications. This role manages the VP's calendar, prioritizes requests, and handles confidential information with the highest discretion.

The EA coordinates with University leadership, staff, and external partners to keep projects on track and on time. The position requires independent work, strong judgment, and the ability to handle multiple priorities, ensuring the VP is prepared for meetings and

Qualifications

• Associate's degree and 5+ years of experience as an administrative/executive assistant or similar role.
• Ability to manage an executive's time, prioritize conflicting needs, and handle confidential information with discretion.
• Strong judgment, initiative, attention to detail, and proactive communication.

Responsibilities

• Manage scheduling for the Vice President, including agendas, calls, travel, calendar management, meetings and logistics.
• Prepare confidential correspondence, documents, spreadsheets, and presentations; streamline information flow to Communications leadership.
• Support special projects including surveys and institutional initiatives.
• Coordinate day-to-day office operations and budgets; monitor invoices and expenses.
• Provide reception and office support at campus locations; ensure policy compliance and smooth operations.
• Assist with communications and coordination with University leadership, faculty, staff, students, alumni, and partners.

Skills

Calendar management

Discretion

Executive support

Communication

Education

Associate's degree

Tools

Microsoft Office Suite

Job description

The Office of Communications shines a spotlight on the people and programs of Wesleyan University to enhance its reputation as a leader in liberal education. In so doing, it serves as a partner with units across campus, providing expertise in brand management, strategic communication, media relations, digital and social media strategy, website development, content training and strategy, print and online publications and videography and photography.

Reporting to the Vice President for Communications, the Executive Assistant is primarily responsible for managing the Vice President's agenda and schedule. The Executive Assistant will be trusted with highly sensitive and confidential information and is expected to exhibit the highest level of discretion in handling this information.

The Executive Assistant proactively manages the Vice President's time, priorities, and day-to-day activities to ensure the Vice President operates efficiently and effectively. This includes assessing and prioritizing requests; managing a complex calendar; anticipating scheduling needs and conflicts; redirecting requests to appropriate individuals; ensuring the Vice President is prepared, on time, and informed of schedule changes; and supporting immediate, short-term, and long-term priorities.

Serving as the first point of contact for the Vice President's office, the Executive Assistant interacts professionally with University leadership, faculty, staff, students, alumni, external partners, and visitors. The position requires strong judgment, initiative, attention to detail, discretion, and consistent follow-through. The Executive Assistant is expected to anticipate emerging issues and needs, proactively communicate relevant information, and keep the Vice President informed of matters requiring attention or action.

The Executive Assistant also manages the office's daily administrative activities and performs functions requiring a thorough understanding of University and office policies, procedures, and operations. The position works closely with the Director of Operations on special projects and administrative initiatives, including coordinating and managing the University's participation in higher education surveys and other institutional projects as assigned.

The Executive Assistant proactively manages the Vice President's time by assessing, prioritizing, and redirecting requests to others; keeping them on track, on time, and operating efficiently; and assisting with immediate, short term and long terms needs. The Executive Assistant will prioritize and handle correspondence, research, and handle special projects. The Executive Assistant will have a sense for emerging issues and keep the Vice President updated.

The Executive Assistant will manage the office's daily activities and perform administrative functions that require a thorough knowledge of office policies, procedures, and operations.

Responsibilities

• Manage scheduling for the Vice President, including agendas, calls, travel arrangements, complex and extensive calendar management, meetings and other logistics. Proactively prepare files, correspondence (email and mail), talking points, presentations and gather background materials for Vice President's meetings and project work.
• Conduct research, draft, prepare and distribute final versions of confidential correspondence, documents, spreadsheets, and presentations. Manage content and flow of information from the Vice President to Communications leadership and University Cabinet.
• Handle special projects as assigned including higher education surveys.
• Support project organization, including tracking invoices, archiving digital assets, and archiving projects.
• Evaluate office procedures; implement procedures that will increase efficiencies.
• Coordinate day-to-day operations of the office including providing reception, processing incoming mail, submitting work orders, maintaining, organizing and ordering equipment and supplies for employees. at both office locations.
• Monitor budgets, run financial reports and provide regular account summaries. Perform budget processing and reporting, including processing vouchers, invoices, staff purchasing cards, and student timesheets for multiple department accounts.
• Coordinate logistics for events, meetings and programs sponsored by University Communications.
• Other duties as assigned.

This position is required to work 100% on campus.

Minimum Qualifications

• Associate's degree and a minimum of five years of experience as an administrative assistant/executive assistant, project manager/coordinator or similar role or an equivalent combination of education, training and experience.
• Demonstrated ability to work autonomously and independently and manage and conserve an executive's time by effective calendar management, prioritizing conflicting needs, reading, researching, routing correspondence, drafting letters, and documents, collecting and analyzing information, anticipating needs and iden