Executive Assistant

1 week ago

WinstonSalem, United States Wake Forest University Full time

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

Serves in a variety of capacities performing administrative functions, managing special projects, and serves as the first point of contact with the office for internal and external constituents.

Job Description

Essential Functions:

  • Develops, implements, and coordinates a systematic approach to managing projects while establishing realistic timetables to keep projects on schedule. Oversees and coordinates day-to-day activities; develops policies, procedures, and systems which ensure productive and efficient office operations.
  • Serves as Cost Center Manager 0 and approves Enrollment division expenses associated with this level. Approves expense reports for Admissions Office and Financial Aid staff.
  • Financial responsibilities including onboarding new staff members requiring a pcard, monthly financial reports, and completing yearly Finance and Budget training. Submits invoicing on behalf of Admissions and Financial Aid as needed.
  • Manages disposition and/or resolution of individual concerns involving the WFU community. Prepares data concerning complaints and/or problems, as required.
  • Manages the calendar and schedule of Senior Leaders to ensure that identified priorities are addressed in a timely fashion and usage of time is optimized; manages expenses.
  • Manages extensive confidential correspondence to include responding to routine occurrences; provides resource material and/or drafts; reads, prioritizes, and refers to incoming and outgoing mail.
  • Handles logistics for meetings, retreats, and other gatherings on and off campus; responds and addresses unexpected changes and associated requests; arranges for urgent issues to be handled by appropriate staff.
  • Creates appropriate documents including agendas, presentations, and follow-up for meetings with trustees, cabinet members, donors, faculty, and staff.
  • May be asked to supervise Enrollment student workers.

Required Education, Knowledge, Skills, and Abilities:

  • Two years of relevant experience supporting at the executive level. Experience in an appropriate professional area with progressively more responsible duties, or an equivalent combination of education and experience.
  • Demonstrated understanding and knowledge of the principles and practices of management, supervision, and the administration of applicable laws, rules, regulations, codes and statutes relating to higher education.
  • Ability to handle sensitive information in a confidential manner.
  • Excellent calendar management skills including the coordination of complex executive meetings.
  • Proficiency in Microsoft Office, the internet, and other relevant software.
  • High degree of self-motivation.
  • Strong ability to anticipate office needs, plan ahead, and to proactively and strategically meet those needs in a timely manner.
  • Ability to follow-up on all projects and tasks until successful completion.
  • Ability to interact effectively with a variety of professionals.
  • Excellent interpersonal, communication, and time management skills.
  • Ability to gather and analyze data, compile information, and prepare reports.
  • Ability to organize workflow and coordinate activities.
  • Ability to interpret policies and procedures.
  • Ability to always present and display professional demeanor.
  • Ability to maintain effective customer relations.

Preferred Education, Knowledge, Skills, and Abilities:

  • Bachelor‘s degree with more than five years of work experience supporting at the executive level.
  • Previous experience in a higher education or not-for-profit environment.
  • Previous experience providing executive support in a fundraising environment.

Accountabilities:

  • Responsible for own work only.

Physical Requirements:

  • Sedentary work primarily involves sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Environmental Conditions:

  • No environmental conditions

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee‘s supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply. Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.

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