Executive Assistant to Enrollment and Marketing/Communications

Executive Assistant to Enrollment and Marketing/Communications

Salary

$18.00 - $24.00 Hourly

Location

St. Bonaventure, NY

Job Type

Full Time

Job Number

202200657

Division

Marketing & Communications

Department

Marketing & Communications

Opening Date

10/29/2026

• Description
• Benefits

Description

Provides high-level administrative, operational, and project support to the Vice President for Enrollment and the Chief Marketing and Communications Officer, with approximately 50 percent of the positions time dedicated to each area. Manages complex schedules, budgets, projects, correspondence, and event logistics; drafts, edits, and prepares materials; coordinates the Universitys Daily Notice Board; and serves as a central point of coordination for internal and external constituents. Exercises independent judgment and discretion in handling confidential, sensitive, and time-sensitive information

Examples of Duties

Enrollment: Manages the Vice President for Enrollments complex calendar and daily schedule; coordinates internal and external meetings, appointments, travel, and related logistics; resolves conflicts; prepares agendas, minutes and supporting materials, maintains records and shared files, and serves as a professional point of contact for internal and external constituents. and provides timely updates on priorities, deadlines, and schedule changes. 10%Enrollment: Plans and coordinates enrollment events, meetings, and programs from initial concept through post-event follow-up. Responsibilities include developing timelines, reserving spaces, coordinating catering and technology, preparing materials, managing registration and guest communications, organizing staffing, and working with campus partners and vendors. 15%Enrollment: Serves as budget coordinator for the division by monitoring expenditures, maintaining accurate records, preparing routine reports, processing purchasing and payment documentation, reconciling transactions, and coordinating travel and expense reimbursements in accordance with university policies. 10%Enrollment: Provides project management and administrative support for strategic initiatives and special assignments by establishing timelines, organizing resources, tracking deliverables, following up with responsible parties, identifying potential issues, and maintaining project status updates. 10%Enrollment: Maintain inventory of office supplies and order when needed. Maintain inventory of Admissions materials and arrange for retrieval from storage when needed. 5%Marketing and Communications Manages the Chief Marketing and Communications Officers complex calendar and daily schedule; coordinates internal and external meetings, appointments, travel, and related logistics; resolves conflicts; prepares agendas, minutes and supporting materials, maintains records and shared files, and serves as a professional point of contact for internal and external constituents. and provides timely updates on priorities, deadlines, and schedule changes. 10%Marketing and Communications: Serves as budget coordinator for the division by monitoring expenditures, maintaining accurate records, preparing routine reports, processing purchasing and payment documentation, reconciling transactions, and coordinating travel and expense reimbursements in accordance with university policies. 10%Marketing and Communications: Manages workflows for marketing and communications projects by maintaining production calendars, establishing deadlines, routing materials for review and approval, tracking deliverables, coordinating with campus partners and vendors, and communicating project status. 10%Marketing and Communications: Drafts, proofreads, edits, and formats correspondence, reports, presentations, meeting materials, announcements, and other communications to ensure accuracy, clarity, consistency, and adherence to university standards. 10%Marketing and Communications: Coordinates the Universitys Daily Notice Board by receiving and organizing submissions, editing content for clarity and accuracy, confirming necessary approvals, scheduling and publishing notices, and maintaining an archive and submission calendar. 10%

Supplemental Functions:

Provides backup administrative support to staff in Enrollment and Marketing and Communications as priorities require.

Maintains confidentiality and exercises sound judgment when handling sensitive student, personnel, financial, and institutional information.

Occasional evening and weekend attendance is required for enrollment events, university programs, or other assignments.

Typical Qualifications

Education:

Bachelors degree preferred but not required.

An equivalent combination of education and progressively responsible experience will be considered.

Must have excellent organizational, technical, planning, writing, editing, and communication skills.

Years of Experience:

Three years of progressively responsible administrative, executive support, project coordination, event planning, budget support, or communications experience preferred. Experience in higher education or another complex organization is desirable.

Certification and/or Licensure:

None required

Knowledge, Skills, and Abilities:

• Exceptional verbal and written communication skills, including strong proofreading and editing ability.
• Ability to manage complex executive calendars, coordinate schedules across multiple stakeholders, anticipate needs, and adjust priorities quickly.
• Strong project management skills, including establishing timelines, organizing resources, tracking deliverables, communicating status, and resolving problems.
• Demonstrated ability to plan and coordinate events, meetings, and travel with careful attention to logistics and follow-through.
• Knowledge of budgeting, financial recordkeeping, cost control, purchasing, invoice processing, travel, and reimbursement procedures.
• Advanced knowledge of Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint, and Teams, and the ability to learn project management and digital publishing systems.
• Ability to draft, compose, format, and edit routine and complex written materials with accuracy, clarity, and sound judgment.
• Ability to manage a recurring publishing workflow, meet daily deadlines, coordinate approvals, and maintain accurate archives and submission records.
• Skilled in developing and maintaining organized recordkeeping, document management, and office systems.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Knowledge of university organizational structures, workflows, and operating procedures, or the ability to learn them quickly.
• Excellent interpersonal and customer service skills in working with students, families, faculty, staff, vendors, and external partners.
• Ability to work independently and collaboratively across two areas while fostering a responsive and cooperative work environment

Working Conditions / Physical requirements:

Standard office environment with regular exposure to video display screens. Occasional evening and weekend work is required to support events and university activities.

Applicants must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.

Full-time employees at SBU enjoy unparalleled Benefits

Abundance of Time off

Tuition Remission

• 100% undergraduate tuition remission for employee, spouse, and dependents
• 80% graduate tuition remission for employee (online and ground programs)
• 50% for spouse (ground programs only)

Full Benefit package

• 403b Retirement Plan + 10% Employer contribution after 2 years
• Health Insurance with $250 Wellness card
• Dental Insurance
• Employer Paid Life insurance
• Short-term Disability
• Employer Paid Long-term Disability
• Employee Assistance Program

Other Perks

• Free access to campus fitness center
• 2 free Division 1 Men's & Women's Basketball Season tickets
• Golf course membership discount
• Other National and Local discounts available

St. Bonaventure University is located in the scenic Enchanted Mountain region of Western New York, approximately 75 miles south of Buffalo, New York, with easy access to major metropolitan areas. A close-knit and caring community guided by its values of compassion, wisdom and integrity, St. Bonaventure is dedicated to academic excellence as informed by its Franciscan and liberal arts traditions. The university is committed to developing an inclusive community and preparing leaders dedicated to ethical conduct and compassionate service.

The university currently enrolls approximately 2,000 undergraduate students and more than 1,000 graduate students in its schools of Arts and Sciences, Business, Education, Communication, and Health Professions. U.S. News & World Report ranks SBU in the top 15% of regional universities in the North, for both value and overall. St. Bonaventure is a member of the Atlantic 10 Conference (NCAA Division I), with athletes participating in 20 sports.

St. Bonaventure University is committed to providing a comprehensive benefits program designed to attract and retain high-quality Faculty and Staff. To view an overview of the benefits offered at SBU for full time employees, click the link below:

Benefits Overview for Full-Time Employees

Employer St. Bonaventure University (NY)

Address 3261 West State Road

St. Bonaventure, New York, 14778

Website http://www.sbu.edu