Executive Communications & Administrative Coordinator

Position Description Executive Communications & Administrative Coordinator JOB PURPOSE Princeton Theological Seminary seeks a part -time Executive Communications & Administrative Coordinator to support the Senior Director of Marketing & Communications in advancing the strategic priorities of the Marketing & Communications MarCom department through executive support communications coordination relationship management and administrative leadership. Reporting to the Senior Director of Marketing & Communications this position plays a key role in helping department leadership communicate effectively with internal and external stakeholders maintain strong relationships across the Seminary and ensure t imely follow - through on priorities commitments and initiatives. The assistant serves as a trusted partner in preparing communications coordinating meetings and engagements managing executive workflow and supporting the Senior Directors ability to lead proactively and strategically. This position complements the work of the departments project management function by focusing on executive effectiveness communications support relationship stewardship and administrative coordination rather than project execution and production manage ment. ESSENTIAL FUNCTIONS Executive Communications & Relationship Management

• Draft edit and coordinate correspondence on behalf of the S enior Director including communications with faculty staff administrators trustees alumni donors vendors and external partners.
• Assist in preparing presentations briefing materials talking points agendas reports and meeting materials.
• Draft follow-up communications and action summaries resulting from meetings committees and strategic discussions.
• Help maintain communication and follow-through with key campus partners and stakeholders.
• Coordinate preparation materials for executive meetings and leadership discussions.
• Assist in preparing updates and reports for senior leadership committees and other institutional audiences.40 Executive Support & Administrative Coordination
• Manage the Senior Directors calendar scheduling and meeting coordination.
• Track action items commitments approvals and deadlines requiring executive attention.
• Organize files records and documentation supporting departmental leadership.
• Coordinate recurring meetings and ensure timely preparation and follow -up.
• Help prioritize competing requests and maintain visibility into leadership commitments and obligations.
• Assist with research and information gathering related to departmental priorities
• Monitor shared inboxes and route emails appropriately30 Administrative Operations and Vendor Coordination
• Serve as the primary administrative point of contact for approved Marketing & Communications vendors and external service providers.
• Support the procurement and ordering process for promotional items branded merchandise and marketing materials.
• Coordinate communication with promotional merchandise vendors print vendors photographers freelancers and other external partners as assigned.
• Assist with obtaining quotes gathering project information and coordinating timelines with vendors.
• Compile receipts invoices and supporting documentation for monthly p -card reconciliation and departmental expense reporting.
• Coordinate routine follow -up with external partners to ensure timely delivery of products and services.30 Total 100 time QUALIFICATIONS
• Associates or Bachelors degree preferred.
• Three to five years of experience in executive support communications coordination administrative leadership or related fields.
• Demonstrated experience supporting senior leaders and managing confidential information.
• Strong writing editing and communications skills.
• Experience coordinating meetings communications and administrative processes across multiple stakeholders.
• Experience in higher education nonprofit organizations faith -based institutions or mission -driven organizations preferred.Skills and Competencies
• Exceptional written and verbal communication skills.
• Strong interpersonal and relationship -management abilities.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Professional judgment and discretion when handling confidential information.
• Strong proofreading editing and document preparation skills.
• Ability to anticipate needs identify gaps and proactively support leadership priorities
• Proficiency with Microsoft Office Suite and collaboration tools.
• Ability to work effectively with a wide range of internal and external stakeholders.
• Service -oriented mindset with strong follow -through and accountability. Working Conditions This is remote position with a maximum of 19 hours of work per week. Salary range 28 -32hour Prepared by Cherrelle Nicholson Date 642026