Executive Assistant, President's Office

Job Description: The Executive Assistant enhances the effectiveness of the Office by handling the day-to-day flow of office communications and tasks. Serves as the primary point of contact for internal and external constituencies on all matters of the office. Primary responsibilities include creating a welcoming office environment, scheduling the President's calendar, arranging travel, managing budgets, handling incoming and outgoing mail, providing general administrative support for the President and the office, and being the point person for Washington Hall.
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 Functions:

• Schedules all President's appointments in Microsoft Outlook. Coordinates with the President on any appointments personally scheduled and reviews Lee House events with the Special Events Coordinator to ensure all presidential engagements are included on the President's calendar. Coordinates regular/long-standing presidential meetings with faculty, administration, committees, and students.
• Coordinates with Advancement all travel and meetings by developing itineraries and agendas, booking transportation, arranging lodging, and meeting accommodations. Provides pertinent meeting information in Outlook calendar. Completes all appropriate travel expense forms.
• Welcomes visitors to the President’s Office, and answers phone calls to the President. Ensures that all persons seeking to communicate with the President are engaged in a prompt, inclusive, and professional manner. Uses discretion in assessing the priority and urgency of calls. Where an issue can be handled outside the President's Office, transfers callers to the appropriate party.
• Reviews paper and electronic mail (president@wlu.edu account only). Where communications can be responded to by a senior level official, forwards communications to the appropriate person for response or reply.
• Maintains electronic files. Manages confidential information with the utmost discretion.
• Oversees accounting of department budgets including President's Office and Presidential discretionary accounts. Prepares expense budgets for auditors and assists in annual budgeting processes. Manages all President's receipts for business office processing in Workday.
• Assists Coordinator of Presidential Correspondence with logistics for presidential and campus-wide events, including convocations and commencements. Processes invoices and manages related event budgets.
• Orders academic regalia for W&L alumni serving as inaugural delegates at college and university inaugurations across the country and ensures payment of invoices.
• Creates and maintains spreadsheets for tracking and analysis purposes.
• Provides administrative support as needed to the Secretary of the Board office staff.
• ·Maintains inventory and orders office supplies for the Office and Washington Hall common areas.
• Oversees scheduling and ensures maintenance of the President's Conference Room and Mason Taylor New Room.
• Supervises office work-study students, scheduling and reviewing their work.
• Collaborates with the President's Office staff to produce presidential correspondence. Serves as backup to the Coordinator of Presidential Correspondence.
• Other related duties as assigned.

Work Schedule: Monday - Friday 8:30 a.m. - 4:30 p.m. with occacsional evening and weekend hours.

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 organizational skills and attention to detail
• Proficiency in Microsoft Office Suite and Adobe Acrobat. Must be willing to learn Workday, Mac/Apple systems, 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 positions are filled. A 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.

External Applicants: Application instructions for external applicants are located on the jobs.wlu.edu or here.

Current W&L Employees: Apply from your existing Workday account. Instructions are located at jobs.wlu.edu or here.

Position Type: Non-Exempt, Full Time, Benefit EligibleMinimum Pay:$26.12 - Pay Commensurate with Experience