Executive Operations Coordinator - Marketing Services

About University at Albany: Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research, and public service engages a diverse student body of approximately 17,000 students in nine schools and colleges across three campuses. Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City, and the Adirondacks. Job Description: The University at Albany's Office of Communications and Marketing (OCM) is seeking an Executive Operations Coordinator to join its team. This role supports the operations of a fast-paced, enterprise communications and marketing organization, working closely with the Vice President for Communications & Marketing and the Director of Operations. The Executive Operations Coordinator convenes and coordinates complex, multi-divisional meetings, task forces, and committees. The role manages agendas, assembles materials, gathers input from across teams, and ensures discussions are well-prepared and outcomes are clearly documented and advanced. This position supports a range of OCM initiatives, including marketing and outreach efforts, signature events, and market research projects. The coordinator supports the planning and execution of university events such as STEM Family Day and Great Dane Dialogue, working across teams to align logistics, communications, and promotion. Responsibilities also include coordinating focus groups and stakeholder convenings and synthesizing key insights to inform next steps. Working closely with the Director of Operations, the Coordinator also supports vendor coordination and management processes, including tracking proposals and deliverables, organizing materials, and helping ensure projects stay on timeline and aligned with expectations. The coordinator contributes to integrated reporting across marketing, communications, and operations. In collaboration with internal teams and external partners, the role helps compile and organize data related to campaign performance, advertising effectiveness, event outcomes, and project progress. This role requires strong organizational judgment, attention to detail, and clear writing, along with the ability to manage multiple priorities and follow through independently. It is well suited for an early-career professional seeking hands-on experience in communications, marketing operations, and project coordination within a collaborative environment, with visibility into executive-level work. Primary Responsibilities: Marketing Support and Coordination Independently manage complex meeting logistics for the Vice President and Director of Operations, coordinating leadership meetings, committees, and external engagements with a high degree of discretion and prioritization. Develop and deliver comprehensive agendas, briefing materials, and executive communications to support informed decision-making. Conduct independent research and synthesize information into clear, actionable summaries, reports, and presentations. Maintain and continuously improve organized recordkeeping and tracking systems; monitor key activities and provide regular status updates and reports on priorities and outcomes. Project Coordination and Reporting Coordinate and support marketing and communications initiatives by managing timelines, tracking deliverables, and facilitating workflow across cross-functional teams. Oversee and maintain project tracking tools and systems; independently monitor progress, identify risks, and report on project status, milestones, and performance metrics. Collaborate with internal stakeholders to gather data and inputs, ensuring accurate documentation and effective project execution. Compile, analyze, and report on project and operational data to support planning, resource allocation, and continuous improvement. Event Planning, Logistics, and Evaluation Lead coordination of event logistics, including scheduling, guest management, vendor engagement, space planning, and materials development. Develop event timelines and run-of-show documents, ensuring seamless execution and on-site coordination. Gather and assess event-related data (e.g., attendance, engagement, feedback) and produce post-event summaries and reports to inform future planning. Office Initiatives and Operational Support Support implementation of office-wide initiatives by tracking progress, monitoring action items, and providing regular updates and reporting on outcomes. Coordinate operational activities, including assisting with procurement and vendor management, ensuring efficiency and alignment with office priorities. Manage travel logistics for the Vice President, ensuring smooth coordination and clear documentation. Functional and Supervisory Relationships: Reports to Vice President of Communications and Marketing. Supervises the following positions: May supervise positions as needed which may include clerical staff and student assistants or GAs. Job Requirements: Strong communication, project management, organizational, and time-management skills. Ability to coordinate events. Ability to work independently. Ability to manage multiple priorities and track multiple projects simultaneously. Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community. Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role. Requirements: Minimum Qualifications: Bachelor's degree from a college or University accredited by the US Department of Education or an internationally recognized accrediting organization. Proficiency with Microsoft Office. Proficiency with project management tools. Preferred Qualifications: One year of relevant experience, which may include internships, student leadership roles, or campus employment. Familiarity with basic marketing, communications, or event coordination concepts. Working Environment: Typical office environment Additional Information: Professional Rank and Salary Range: Community Relations Assistant, SL1, $52,000-54,000. Special Notes: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, without exception, prepare, publish, and distribute an Annual Security Report. This report consists of two basic parts: disclosure of the University's crime statistics for the past three years; and disclosures regarding the University's current campus security policies. The University at Albany's Annual Security Report is available in portable document format [PDF] by clicking this link Pursuant to NYS Labor Law 194-A, no State entity, as defined by the Law, is permitted to rely on, orally or in writing seek, request, or require in any form, that an applicant for employment provide his or her current wage, or salary history as a condition to be interviewed, or as a condition of continuing to be considered for an offer of employment, until such time as the applicant is extended a conditional offer of employment with compensation, and for the purpose of verifying information, may such requests be made. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at View phone number on click.appcast.io or via email at View email address on click.appcast.io. THE UNIVERSITY AT ALBANY IS AN EO/AA/IRCA/ADA EMPLOYER Please apply online via Application Instructions: Applicants MUST submit the following documents: Resume/CV Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications Contact information for three professional references Note: After submitting your resume/CV, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.). Closing date for receipt of applications: May 30.