Senior Executive Admin & Operations Coordinator

agnesscott; Decatur (GA); On-site; USD 65,000 - 90,000; Full time

Job summary

Agnes Scott College is seeking an experienced executive administrative professional to support the Vice President for Business & Finance. The role involves managing calendars, scheduling, travel, and confidential records while coordinating divisional operations and strategic initiatives.

You will liaise with campus departments, vendors, and external partners to ensure smooth financial operations and project execution, with strong emphasis on confidentiality and professional discretion.

Qualifications

• Bachelor's degree required or an equivalent combination of education and progressively responsible administrative experience.
• Minimum of five (5) years of progressively responsible executive or senior-level administrative support experience.
• Experience supporting executive leadership, coordinating budgets, contract administration, procurement, financial processes, and vendor management is preferred.
• Higher education experience is highly desirable.

Responsibilities

• Provides executive-level administrative support to the Vice President for Business & Finance, including managing calendars, scheduling meetings, coordinating travel, preparing correspondence, maintaining confidential records, and serving as the primary point of contact for the office.
• Coordinates divisional meetings, board committee meetings, communications, and administrative operations by preparing agendas and meeting materials, recording meeting minutes, tracking action items, maintaining official records, and facilitating communication with internal and external stakeholders.
• Monitors third-party service contracts for vendors such as Aramark, Collegis, and other institutional service providers by maintaining contract files, monitoring renewal timelines, coordinating vendor communications, tracking performance requirements, verifying expenses and supporting contract compliance.
• Supports the division's financial and business operations by processing invoices and reimbursements, reconciling purchasing card transactions, coordinating procurement activities, maintaining budget records, and tracking expenditures.
• Coordinates strategic initiatives and special projects by organizing project timelines, conducting research, preparing reports and presentations, monitoring project progress, and supporting operational priorities for the Business & Finance division.
• Develops and maintains administrative systems and office procedures that improve operational efficiency, records management, document retention, workflow processes, and compliance with institutional policies and business practices.
• Serves as the primary liaison between the Business & Finance division, executive leadership, campus departments, trustees, vendors, and external partners while providing exceptional customer service and fostering collaborative relationships.
• Performs other administrative and operational duties requiring a high degree of professionalism, confidentiality, independent judgment, initiative, and discretion in support of the Vice President for Business & Finance and the overall goals of the division.

Skills

Executive support

Budget administration

Procurement

Contract management

Records management

Project management

Communication

Confidentiality

Microsoft Office

Google Workspace

Data reporting

Customer service

Education

Bachelor's degree

Tools

Microsoft Excel

Microsoft Office Suite

Google Workspace

Job description

Agnes Scott College is seeking an experienced executive administrative professional to support the Vice President for Business & Finance. The role involves managing calendars, scheduling, travel, and confidential records while coordinating divisional operations and strategic initiatives.

You will liaise with campus departments, vendors, and external partners to ensure smooth financial operations and project execution, with strong emphasis on confidentiality and professional discretion.