Executive Assistant
Washington & Lee University
Lexington, VA
Full-time
Administration / Clerical
Posted on May 25, 2023
Job Description:
The executive assistant serves as the primary administrative contact and coordinator of communications and responsibilities of the Vice President for Admissions and Financial Aid. Additionally, the executive assistant leads division and department-wide administrative functions including budget and account management, planning, and event assistance. The candidate will be a critical member of the admissions and financial aid team, supporting the division's annual enrollment efforts, organizational priorities, operational effectiveness, and employee successes.
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:
- Provides executive-level administrative support for the vice president including but not limited to managing the schedule/calendar, screening and managing correspondence, email and telephone communications, greeting visitors and managing appointment flow, and preparing and briefing the vice president for upcoming meetings, events, commitments, projects, and responsibilities.
- Manages the vice president's commitments including scheduling of appointments and travel, itineraries, guest lists, background, and briefing materials.
- Conducts research for the vice president on internal and external populations and trends, including alumni, parents, and friends of the University and institutional peers.
- Oversees accounting, analysis, and planning of department budgets, frequently including operating, restricted, and salary accounts. Produces expense budgets and assists in annual budgeting processes. Organizes and processes travel expenditures and reimbursements.
- Assists with the hiring of new employees, including communicating with HR, recruiting, scheduling, and onboarding.
- Documents and participates in key division and inter-campus engagements including marketing and staff meetings, seasonal and short-term initiatives, and relationships with campus partners and offices.
- Serves on division teams charged with executing externally focused programming, such as counselor fly-ins and MAZE (alumni legacy admissions program).
- Support campus event planning and execution. Including travel and venue management, and day-of duties.
- Supports admissions operations as needed.
- Other duties and responsibilities as assigned by the vice president or by others as delegated by the vice president.
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
Physical Requirements:
- Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
- Grasping: Applying pressure to an object with the fingers and palm.
- Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
Types of Work: Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Position Type:
Non-Exempt, Full Time, Benefit Eligible
Minimum Pay:
$25.00 - Pay Commensurate with Experience
The university requires that new employees beginning work prior to May 12 have received at least their first COVID-19 vaccination prior to their first day of work. Individuals may seek a medical or a religious exemption to the vaccination requirement. The university strongly recommends employees be fully vaccinated against COVID-19.