Overview
Executive Administrative Assistant Jobs in Washington, USA at Washington
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., ), 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 way finding.
* 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
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Title: Executive Administrative Assistant
Company: Washington
Location: Washington, USA
Category: