Planet Professional is hiring: Executive Assistant in Wellesley Hills

Executive Assistant

Contract: 6+ months

Onsite: Wellesley, MA 02481

• Must Haves:Bachelor’s degree
• 5+ years experience with calendar management, meeting notes, managing websites, communicating via email and other administrative tasks

• Preferred:Experience in higher education

Job Description: The Executive Assistant to the Vice President for Enrollment Management (VPEM) plays a key role in supporting the overall operation of the Enrollment Management Division. This position involves providing high-level administrative assistance to the VPEM, managing day-to-day operations, and ensuring effective communication within the division, across the institution, and with external stakeholders. The Executive Assistant will provide project management, event coordination, and grant management support to the VPEM throughout the year. This role requires a high level of attention to detail, professionalism, discretion, critical thinking, and the ability to manage a wide range of responsibilities in a dynamic academic environment.

• Key Responsibilities and Duties:Work directly with the Vice President for Enrollment Management to support all aspects of her daily work routine
• Maintain the Vice President’s calendar and contacts
• Coordinate communication between the VPEM and key stakeholders, including faculty, staff, students, and external partners
• Assist with confidential matters related to FERPA, the Freedom of Information Act, Federal Financial Aid, and annual audits
• Maintain departmental communication channels: Draft newsletters, meeting notes, manage internal websites, and facilitate team meetings
• Develop and refine divisional workflow processes: Implement improvements to enhance efficiency and communication, including but not limited to email, Microsoft Teams, and SharePoint
• Data analysis and reporting: Compile and analyze enrollment data to identify trends and inform decision-making
• Research and edit presentations and reports: Support the VPEM in public speaking engagements and internal communications
• Proactively prepare for projects and meetings: Anticipate needs and gather relevant information in advance to optimize the VPEM's time
• Maintain positive working relationships with faculty, staff, and students across the institution
• Triage inquiries, concerns, and requests from internal and external constituencies in a helpful, professional, and timely manner
• Assist with budget preparation and maintenance
• Prepare invoices and purchase order requisitions for Enrollment Management
• Hire, train, and supervise student employees in Enrollment Management
• Assist the VPEM with the Welcome Back Greeter Program
• Assist the VPEM with various grant programs, including the Commonwealth Dual Enrollment Program (CDEP) and the Higher Education Innovation Fund (HEIF)
• Serve as OneCard back-up operator if needed
• Coordinate meetings, including large, complex meetings that span multiple days, locations, and departments
• Assist with special projects and perform other related duties as assigned