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Position Overview

The Executive & Operations Coordinator is the connective tissue of the Office of Marketing, ensuring the VP, creative team, and project management team operate efficiently and in sync. This role is not a traditional administrative assistant. It requires a proactive, organized, and communication-fluent professional who can manage the operational infrastructure of a high-volume marketing department while contributing meaningfully to project workflow and vendor coordination.

This person is a force multiplier: by owning the operational details that would otherwise fragment the team’s attention, they free the VP and project managers to focus on strategy, creative work, and stakeholder relationships.

Core Responsibilities

1. Executive Support

• Manage the VP’s calendar, including proactive scheduling, conflict resolution, and meeting preparation.    
• Prepare reports, briefing materials, and correspondence as directed by the VP.
• Submit expense reports and manage receipt documentation.
• Coordinate travel arrangements for the VP and, as needed, other team members.
• Serve as a trusted proxy for routine communications when the VP delegates outreach.     

2. Project Operations Support

• Develop working familiarity with all active projects in the PM system — understanding scope, key milestones, assigned team members, and deliverable timelines, when necessary asking the PM team clarifying questions to understand stakeholders, deliverables, and key dates.
• Monitor shipping notifications for materials delivered to the Marketing office; upon receipt, notify stakeholders so QC and delivery can be initiated promptly.
• Manage creation and maintenance of tracking links for print and digital marketing pieces, in coordination with the PM team and marketing analyst.

3. Budget & Financial Operations

• Process all invoices and billing through the FOAP system, ensuring accuracy and timely submission.
• Maintain the active contracts log, tracking anticipated spend and payment status across all vendors.
• Run regular budget-to-actual reports and keep the VP informed of variances.
• Serve as the primary point of contact for vendor billing inquiries, minimizing back-and-forth between vendors and the PM team.
• Manage all purchases for the Marketing team.
• Maintain organized documentation for all financial records, contracts, and invoices.
• Support annual and mid-year budget forecasting processes.

4. Scheduling & Communications Coordination

• Coordinate scheduling for video and photo shoots requiring outreach to students, faculty, or staff — managing group communications when the same message needs to reach multiple recipients.
• Schedule multi-stakeholder meetings on behalf of the VP and, at times, the Marketing team.
• Send standardized communications when projects reach QC or delivery milestones, keeping the right people informed without requiring PM team involvement.

5. Office & Vendor Operations

• Manage day-to-day operations of the marketing office building, including supply orders, food coordination for team events, and facilities troubleshooting.
• Handle incoming and outgoing mail and deliveries; route appropriately and notify relevant team members.
• Maintain an organized and well-equipped office environment.
• Serve as first point of contact for routine vendor questions, escalating to the VP or PM team only when necessary.

Qualifications

Required

• Commitment to ACU’s Christian mission and willingness to support its values in day-to-day work. (ACU is affiliated with the fellowship of the Church of Christ.)
• 3–5 years of experience in an administrative, operations, or project coordination role.
• Proficiency in Google Suite (Gmail, Drive, etc.).
• Experience with budget tracking, invoice processing, or financial recordkeeping.
• Strong written and verbal communication skills, including comfort sending professional outreach to internal and external stakeholders.

Preferred

• Experience in a higher education or complex, multi-stakeholder environment.
• Familiarity with project management platforms (Our platform is Hive but it’s like Asana, Monday.com, etc.).
• Experience with or aptitude for marketing operations tools, including tracking link management or basic analytics reporting.
• Prior experience supporting a senior executive or VP-level leader.

Personal Attributes

The right person for this role is proactive rather than reactive. They anticipate what the team will need, ask good questions before a project starts rather than after a problem surfaces, and communicate clearly and promptly when something requires attention. They are organized without being rigid, and understand that in a creative, fast-moving department, flexibility and judgment matter as much as process discipline.

• High degree of discretion with sensitive information
• Self-directed; able to manage competing priorities without close supervision
• Warm, collegial working style; comfortable building relationships across the team and with campus partners
• Detail-oriented, especially with financial records and project data
• Comfortable asking clarifying questions rather than making assumptions

Physical Requirements

• Ability to sit for extended periods at a computer.
• Occasional lifting of office supplies and materials up to 25 pounds.
• Ability to navigate the campus and office environment efficiently. 

ACU does not unlawfully discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law.

ACU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Abilene Christian University conducts background checks on all candidates for employment in security sensitive positions. As a current employee, it will be determined if you need an additional background check upon your hire.