Executive Assistant, Strategic Marketing and Communications - Temple University
Philadelphia, PA
About the Job
Reference #: 24003140
Description
Temple University's Division of Strategic Marketing and Communications is searching for an Executive Assistant.
Become a part of the Temple family and you will have access to the following:
A hybrid work schedule
Full medical, dental, vision coverage
Paid time off
11 Paid Holidays (including the day after Thanksgiving & winter break)
Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
A generous retirement plan and so much more!
Salary Grade: T26
Learn more about the "T" salary structure: https://careers.temple.edu/sites/careers/files/documents/T_Salary_Structure.pdf
A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant's education and experience, all relevant internal equity considerations, department budget, and funding source.
Position Summary
Reporting to the Vice President of Strategic Marketing and Communications, the Executive Assistant provides high-level administrative support to the Vice President and other leadership within the division of Strategic Marketing and Communications at Temple University. Under the direction of the Vice President and senior management, the Executive Assistant performs a variety of complex administrative functions to ensure the smooth operation of the office. Responsibilities include overseeing ongoing and special projects, developing systems to manage daily activities, and ensuring effective communication flow across the division.
Key duties involve scheduling and maintaining calendars for meetings, events, and appointments with shifting priorities and deadlines; coordinating business travel logistics and managing expense reimbursements; preparing meeting agendas and organizing necessary materials. The Executive Assistant also assists with special projects related to marketing campaigns, communications initiatives, and analytics reporting. Additional responsibilities include managing filing systems, requisitioning supplies, and supporting divisional functions. Performs other duties as assigned.
Essential Functions
* Assist the Vice President of Strategic Marketing and Communications and senior leadership in all aspects of day-to-day operations, including disseminating information, participating in committees, and handling confidential materials.
* Provide high-level administrative and organizational support to the Vice President and the Strategic Marketing and Communications leadership team, including maintaining calendars and contacts, arranging travel logistics, processing reimbursements, preparing correspondence, and organizing meeting materials.
* Proactively manage the Vice President's complex calendar, including scheduling meetings events, and appointments with internal and external stakeholders. Anticipate scheduling needs and potential scheduling conflicts and prioritize requests to ensure alignment with strategic priorities. Resolve scheduling conflicts, adjust commitments as necessary, and maintain flexibility to adapt to changing priorities while keeping the Vice President informed of any critical updates.
* Prepare and organize agendas, briefings, and other materials for meetings and presentations, ensuring the Vice President is equipped with relevant information ahead of time and can focus on key strategic goals.
* Assist with coordinating and tracking the Vice President's tasks, approvals, and projects ensuring timely completion by setting reminders, following up on deadlines, and preparing necessary materials for meetings or decisions.
* Execute high-level communications in support of marketing and communications initiatives, including but not limited to invitations, RSVPs, and correspondence related to key campaigns or stakeholders.
* Serve as a liaison to the Office of the President on matters related to university-wide communications, high-profile requests, and constituent inquiries relevant to the Strategic Mar eting and Communications department.
* Serve as the timekeeper for the division, working with employees and supervisors to submit required information into university systems.
* Create an exemplary customer service experience by tactfully responding to general inquiries and exercising sound judgment in addressing and resolving issues for internal and external stakeholders.
* Plan and coordinate departmental and divisional meetings and events, ensuring smooth execution of logistics and effective collaboration across teams.
* Process travel requisitions and expense reports using an automated system, ensuring timely and accurate documentation.
* Update and maintain departmental databases, prepare official forms, and ensure the organization of confidential files related to communications strategies, staffing, and personnel matters.
* Maintain a high level of confidentiality with regard to sensitive university, staffing, and personnel information.
* Participate in developing and implementing departmental policies and procedures, exercising tact, integrity, and sound judgment in all matters delegated by the Vice President or senior leadership.
* Regularly interact with a broad range of university-wide constituents, facilitating effective communication across various departments. Ensure smooth communication and collaboration by scheduling cross-departmental meetings and managing logistics to align with broader marketing and communications initiatives.
Required Education and Experience
* Bachelor's degree
* At least 2 years of administrative assistant experience with exposure to executive level environment preferred.
* An equivalent combination of education and experience may be considered.
Preferred
* Experience in a university environment in administrative support and/or customer service
Required Skills and Abilities
* Proficiency with Microsoft Office 365 (Excel, Outlook, PowerPoint, Word) for word processing, presentations, spreadsheets, and calendars.
* Proficiency with Microsoft Teams, One Drive, and SharePoint, including managing shared files, organizing collaborative projects, and facilitating seamless communication and document sharing across teams and departments.
* Proficiency in project management software
* Ability to manage multiple projects in a fast-paced environment while maintaining accuracy of work.
* Superior organizational skills - must be able to effectively prioritize and meet deadlines.
* Ability to quickly acclimate to different environments and are open to new processes and technologies.
* Self-directed with a solutions-oriented attitude; values and inspires a positive work environment.
* Ability to work within a continuous improvement environment; able to receive feedback with a positive attitude and a commitment to personal accountability.
* Strong interpersonal and problem-solving skills with the ability to work and collaborate with colleagues and campus partners.
* Brings diplomacy and collegiality to capably address challenges; willingness to tackle issues and collaboratively resolve them.
* Capacity to interact with people of all constituent groups on a one-on-one basis. Demonstrates executive poise, presence and demeanor; ability to lead by influencing; agile in operating in a C-level environment
* Strong attention to detail and ability to utilize data and insights to determine decisions.
* Ability to attend staff events as needed (including occasional nights and weekends).
* Ability to work well under pressure.
* Demonstrated ability to effectively and collaboratively work as part of a cross-functional team as well
Description
Temple University's Division of Strategic Marketing and Communications is searching for an Executive Assistant.
Become a part of the Temple family and you will have access to the following:
A hybrid work schedule
Full medical, dental, vision coverage
Paid time off
11 Paid Holidays (including the day after Thanksgiving & winter break)
Tuition remission - eligible employees and their dependents can obtain a degree TUITION FREE
A generous retirement plan and so much more!
Salary Grade: T26
Learn more about the "T" salary structure: https://careers.temple.edu/sites/careers/files/documents/T_Salary_Structure.pdf
A variety of important factors are reviewed by HR when considering salary, including job duties, the applicant's education and experience, all relevant internal equity considerations, department budget, and funding source.
Position Summary
Reporting to the Vice President of Strategic Marketing and Communications, the Executive Assistant provides high-level administrative support to the Vice President and other leadership within the division of Strategic Marketing and Communications at Temple University. Under the direction of the Vice President and senior management, the Executive Assistant performs a variety of complex administrative functions to ensure the smooth operation of the office. Responsibilities include overseeing ongoing and special projects, developing systems to manage daily activities, and ensuring effective communication flow across the division.
Key duties involve scheduling and maintaining calendars for meetings, events, and appointments with shifting priorities and deadlines; coordinating business travel logistics and managing expense reimbursements; preparing meeting agendas and organizing necessary materials. The Executive Assistant also assists with special projects related to marketing campaigns, communications initiatives, and analytics reporting. Additional responsibilities include managing filing systems, requisitioning supplies, and supporting divisional functions. Performs other duties as assigned.
Essential Functions
* Assist the Vice President of Strategic Marketing and Communications and senior leadership in all aspects of day-to-day operations, including disseminating information, participating in committees, and handling confidential materials.
* Provide high-level administrative and organizational support to the Vice President and the Strategic Marketing and Communications leadership team, including maintaining calendars and contacts, arranging travel logistics, processing reimbursements, preparing correspondence, and organizing meeting materials.
* Proactively manage the Vice President's complex calendar, including scheduling meetings events, and appointments with internal and external stakeholders. Anticipate scheduling needs and potential scheduling conflicts and prioritize requests to ensure alignment with strategic priorities. Resolve scheduling conflicts, adjust commitments as necessary, and maintain flexibility to adapt to changing priorities while keeping the Vice President informed of any critical updates.
* Prepare and organize agendas, briefings, and other materials for meetings and presentations, ensuring the Vice President is equipped with relevant information ahead of time and can focus on key strategic goals.
* Assist with coordinating and tracking the Vice President's tasks, approvals, and projects ensuring timely completion by setting reminders, following up on deadlines, and preparing necessary materials for meetings or decisions.
* Execute high-level communications in support of marketing and communications initiatives, including but not limited to invitations, RSVPs, and correspondence related to key campaigns or stakeholders.
* Serve as a liaison to the Office of the President on matters related to university-wide communications, high-profile requests, and constituent inquiries relevant to the Strategic Mar eting and Communications department.
* Serve as the timekeeper for the division, working with employees and supervisors to submit required information into university systems.
* Create an exemplary customer service experience by tactfully responding to general inquiries and exercising sound judgment in addressing and resolving issues for internal and external stakeholders.
* Plan and coordinate departmental and divisional meetings and events, ensuring smooth execution of logistics and effective collaboration across teams.
* Process travel requisitions and expense reports using an automated system, ensuring timely and accurate documentation.
* Update and maintain departmental databases, prepare official forms, and ensure the organization of confidential files related to communications strategies, staffing, and personnel matters.
* Maintain a high level of confidentiality with regard to sensitive university, staffing, and personnel information.
* Participate in developing and implementing departmental policies and procedures, exercising tact, integrity, and sound judgment in all matters delegated by the Vice President or senior leadership.
* Regularly interact with a broad range of university-wide constituents, facilitating effective communication across various departments. Ensure smooth communication and collaboration by scheduling cross-departmental meetings and managing logistics to align with broader marketing and communications initiatives.
Required Education and Experience
* Bachelor's degree
* At least 2 years of administrative assistant experience with exposure to executive level environment preferred.
* An equivalent combination of education and experience may be considered.
Preferred
* Experience in a university environment in administrative support and/or customer service
Required Skills and Abilities
* Proficiency with Microsoft Office 365 (Excel, Outlook, PowerPoint, Word) for word processing, presentations, spreadsheets, and calendars.
* Proficiency with Microsoft Teams, One Drive, and SharePoint, including managing shared files, organizing collaborative projects, and facilitating seamless communication and document sharing across teams and departments.
* Proficiency in project management software
* Ability to manage multiple projects in a fast-paced environment while maintaining accuracy of work.
* Superior organizational skills - must be able to effectively prioritize and meet deadlines.
* Ability to quickly acclimate to different environments and are open to new processes and technologies.
* Self-directed with a solutions-oriented attitude; values and inspires a positive work environment.
* Ability to work within a continuous improvement environment; able to receive feedback with a positive attitude and a commitment to personal accountability.
* Strong interpersonal and problem-solving skills with the ability to work and collaborate with colleagues and campus partners.
* Brings diplomacy and collegiality to capably address challenges; willingness to tackle issues and collaboratively resolve them.
* Capacity to interact with people of all constituent groups on a one-on-one basis. Demonstrates executive poise, presence and demeanor; ability to lead by influencing; agile in operating in a C-level environment
* Strong attention to detail and ability to utilize data and insights to determine decisions.
* Ability to attend staff events as needed (including occasional nights and weekends).
* Ability to work well under pressure.
* Demonstrated ability to effectively and collaboratively work as part of a cross-functional team as well
Source : Temple University
