Executive Assistant

In a team and service-oriented environment, the executive assistant provides organizational support for the Dean of the College, including scheduling, meeting preparation, correspondence, event planning, and other out-facing needs. This role partners with the other Executive Assistants in the office supporting the Associate Deans, especially as concerns faculty and academic staff HR processes and records. Executive Assistants will provide backup and cross-coverage as needed for the three leadership roles.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential and Related Functions:

Strategic, proactive and anticipatory management of the Dean’s calendar while regularly prioritizing and arranging meetings, conferences and appointments. Anticipates and prepares background materials needed.

Engaging and welcoming as the first point of contact for the Dean of the College Office, ensuring a welcoming experience. Answers telephone & responds to emails, greets visitors, distributes mail, complies with requests for information, forms, etc. Provides accurate and timely verbal and/or written responses to inquiries from students, parents, faculty, the public, W&L employees, vendors, etc., regarding a variety of questions.

Understands the short- and long-term goals and priorities of the office, including the university strategic plan and helps to ensure the Dean’s calendar reflects this when competing priorities arise. Ensures the Dean stays on schedule in a proactive and sensitive manner.

Monitors electronic and hard copy correspondence and assists in prioritization of responses and actions. Proactively researches background information to assist deans in answering questions or concerns.

Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information and provides appropriate information when necessary during periods of Dean unavailability.

Attends meetings and prepares agendas, minutes and status reports as necessary for meetings with the Dean.

Partners and collaborates with the Dean, manages the logistical and administrative functions for the Dean and ensures that activities are executed and supported optimally while anticipating how to make the busyness of the days easier and more fluid for the Dean.

Coordinates travel and hotel arrangements with detailed itineraries for dean, visitors, and academic searches. Prepares travel reimbursements for guest speakers. Coordinates agendas, itineraries, and schedules.

Maintains internal and external marketing and communication initiatives for the Dean of the College in collaboration with the Office of Communications.

Distributes departmental, college and university information relevant to personnel.

Assists and backs up, as needed, with the preparation of tenure and promotion files, search and recruitment tracking, and offer letters while ensuring the Executive Assistant of Academic and Faculty Affairs is kept in the loop of all communications, timing and other aspects that occur within that area.

Collaborates with Assistants to organize meetings, set agendas, invite guest speakers, and prepare presentation materials for various meetings.

Espouses a collegial and collaborative environment, partnering with the executive assistants supporting the two Associate Deans to ensure appropriate staffing levels and office coverage; ensures synergy, cross-training and collaboration. Provides work coverage for the other Assistants, as necessary.

Develops and coordinates office processes and maintenance in coordination with other office team members. Proactively creates, reviews and monitors standard operating procedures and guidelines for areas of responsibility. Maintains departmental files and records, following standards for length of file retention as posted by General Counsel.

Office supply management and ordering for the entire office.

In conjunction with the Dean, develops the brand of each event for meaningful and memorable impact as well as marketing and communication materials in support of the event. Keeps the Dean abreast of events and programs and attends events as necessary to ensure success.

Plans, organizes, schedules and coordinates numerous services, activities, staff and facilities for special events. Understands and manages to event budgets and follows university policies related to alcohol and insurance. Coordinates and plans the logistical aspects associated with these activities, working closely with individuals from across the College and University Reserves facilities (on and off campus), places orders from appropriate vendors, organizes programs, and acquires items needed for events from various sources. As needed, obtains assistance to accomplish tasks. Coordinates all technology needs and logistics for each event with ITS.

Coordinates meeting arrangements for the Science Advisory Board. Works with University Catering and Facilities to coordinate for event setup.

Oversees registration and maintains database(s) to track participant details and other event data, as appropriate. Answers attendee questions as necessary.

Coordinates and collects presentation materials. Assists and/or prepares correspondence, reports, presentation materials, and newsletters as necessary to support event. Organizes and prepares notebooks – includes copies of presentations, lists of participants, instructors, restaurants guides, athletic facilities, campus maps, tourism brochures, etc.

Maintains professionalism, integrity and discretion in handling confidential information.

Serves as liaison to other units and support special committees as assigned.

Pursues development opportunities to ensure up to date skills and abilities to ensure strong support and assistance to the Dean.

Other duties as assigned.

Work Schedule: Monday - Friday; 8:30 am - 4:30 pm. This is a 12-month position.

Minimum Qualifications:

A High school diploma or equivalent is required (Associate’s Degree preferred)

Significant experience working in an administrative support role or a combination of education and experience which would provide a similar level of experience and skills

Strong records maintenance skills

Proficiency in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office

Ability to maintain confidentiality

Ability to communicate effectively, both orally and in writing

Application Instructions:

Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload both required documents to the Resume/CV upload section of the application. You will be asked to provide names and contact information for three professional references.

Position Type: Non-Exempt, Full Time, Benefit Eligible

Minimum Pay:$26.12 - Pay Commensurate with Experience

R1033