Temporary Executive Assistant to the Vice President for Communications

Reporting to the Vice President for Communications, the Temporary Executive Assistant is primarily responsible for managing the Vice President’s agenda and schedule. The Temporary Executive Assistant will be trusted with highly sensitive and confidential information and is expected to exhibit the highest level of discretion in handling this information. 

The Temporary Executive Assistant proactively manages the Vice President’s time by assessing, prioritizing, and redirecting requests to others; keeping them on track, on time, and operating efficiently.

The Temporary Executive Assistant will manage the office’s daily activities and perform administrative functions that require a thorough knowledge of office policies, procedures, and operations. 

Responsibilities: 

• Manage scheduling for the Vice President, including agendas, calls, travel arrangements, complex and extensive calendar management, meetings and other logistics. Proactively prepare files, correspondence (email and mail), and gather background materials for Vice President’s meetings and project work.

• Handle special projects as assigned.

• Support project organization, including tracking invoices, filing samples, archiving digital assets; preparing project areas and archiving projects. 

• Coordinate day-to-day operation of the office including providing reception, processing incoming mail, submitting work orders, maintaining, organizing and ordering equipment and supplies for employees at both office locations. 

• Perform budget processing and reporting, including processing vouchers, invoices, staff purchasing cards, and student timesheets for multiple department accounts. 

• Coordinate logistics for events, meetings and programs sponsored by University Communications.

• Other duties as assigned.

This is an on-campus position working up to 37.5hrs per week from April through July 2026.

MINIMUM QUALIFICATIONS:

Associate degree and a minimum of five years of experience in an administrative assistant/executive assistant, project manager/coordinator or similar role or an equivalent combination of education, training and experience.

Demonstrated ability to work autonomously and independently and manage and conserve an executive’s time by effective calendar management, prioritizing conflicting needs, reading, researching, and routing correspondence. Experience with project management tools.

Strong relationship management skills with the ability to exercise discretion at the highest-level while being trusted with sensitive and confidential information.

Demonstrated ability to act as a gatekeeper when required, while maintaining an engaging and courteous approach.

Strong time-management skills and the ability to organize and coordinate multiple projects/matters at once effectively in a fast-paced environment. Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems.

Experience with database management systems (including creating detailed reports).

Excellent customer service skills and proven professionalism when interacting with others.

Effective communications skills.

Must be able to work a flexible schedule which includes work on some evening and weekends.

Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds

PREFERRED QUALIFICATIONS:

Experience providing support to C-Level or Senior-Level Executives role

Experience with event management and logistics.

Additional Applicant Instructions:
Applicants must submit a cover letter and resume.

Compensation: $28.00 - $31.00/hr. 

All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University’s Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html.

Experience is taken into consideration in the determination of salary offers.  For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html

Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.  

Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.