Executive Assistant and Coordinator of Events

The University of Olivet, a liberal arts institution with a historical commitment to inclusion and social justice, invites applications for the position of Executive Assistant and Coordinator of Events. 

The University of Olivet was founded in 1844 as an institution of higher education open to all regardless of race, gender, or ability to pay. The University’s faculty and staff continue its tradition of creating and sustaining a welcoming and inclusive educational environment for students and maintaining its commitment to social justice. 

The University is one of the most diverse private liberal arts institutions in the state of Michigan and actively seeks inclusion in its students, faculty, and staff. The undergraduate student body is a mix of urban and rural students from a range of socioeconomic backgrounds, many of whom are first-generation university attendees. The University’s faculty and staff are committed to providing personalized, individualized attention for students who commit themselves to seeking academic and personal success. 

The Executive Assistant and Coordinator of Events will dedicate 50% of effort to providing administrative support to the Vice President of Recruitment Marketing and Enrollment in the broad-based functions of the enrollment services division. The remainder of effort is dedicated to the planning, organization, and execution of The University of Olivet events sponsored or executed by the Enrollment Division. 

DUTIES AND RESPONSIBILITIES

Executive Assistant (50%) serves as the primary liaison between on-campus and off-campus constituents on behalf of the Vice President of Recruitment Marketing and Enrollment. This role also provides administrative support for the departments of Admissions and Financial Aid.

Duties include: 

• calendaring, scheduling, facilitating meetings, agendas, and events
• budget management
• spending and purchasing
• inventory management
• communication and reporting
• document generation and preservation
• supervision and management of student workers.
• reviewing and approving time sheets for payroll 

Coordinator of Events (50%) supports the university and Division of Enrollment in the planning, organization and execution of all campus division supported or executed events. 

Duties include:

• event ideation and planning
• identifying collaborators, including campus and community constituents, as well as experiential opportunities
• facilitating event planning, production, and execution
• supply identification and acquisition
• facilities procurement 
• budgeting, pricing, and procurement 
• arranging, managing, and organization of professional and student staffing 
• transportation, logistics, and execution of events 

MINIMUM QUALIFICATIONS

 Bachelor’s degree.

High level of computer literacy

Exceptional organizational and communication skills

Discretion and diplomacy are required

Ability to manage, supervise, and direct colleagues 

Decision and delegation abilities are critical

DESIRED QUALIFICATIONS

 Knowledge of student information systems 

Event management experience

Supervisory experience 

Knowledge of customer relationship management systems

High level of proficiency in Word, Excel, PowerPoint and Adobe

PHYSICAL AND MENTAL DEMAND

-Adequate physical fitness to maintain long hours and busy schedule

-Use of gross motor skills to perform supervisory and organizational duties

-Use of fine motor skills in operation of keyboard equipment

-Problem-solving ability

-Ability to understand and work with numbers and data

-Ability to see, hear, and speak with or without the use of aids to perform normal office tasks 

-Mental capacity to assist with numerous administrative responsibilities
 

The above statement reflects the general duties considered necessary to describe the principle functions of the job identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the job. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision.