Lowell, Massachusetts
Ames, Iowa
Grand Rapids, Michigan
Sacramento, California
Storrs Campus
St. Louis, Missouri
Cambridge, Massachusetts
New Brunswick, New Jersey
Ames, Iowa
Berkeley, California
Posted: 18-Jan-23
Location: Lexington, Virginia
Employment Type:
Organization Type:
Preferred Education:
Internal Number: R664
Job Description:
The Executive Assistant serves as a key member of the Provost’s Office in a team-oriented atmosphere. The Executive Assistant enhances the effectiveness of the Provost’s Office by handling the day-to-day flow of communications and tasks in support of the Provost, the Associate Provost for Faculty Development, the Associate Provost for Academic Development and Operations, and the Operations Manager. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office.
To achieve our mission as a liberal arts college, we continually strive to foster an inclusive campus community, which recognizes the value of all persons regardless of identity. Our department is committed to contributing to an educational environment that is rich with cultural, social, and intellectual diversity.
Essential Functions:
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Provides administrative support for the Provost’s Office, including completing expense reports; coding PNC charges; composing and preparing correspondence; arranging travel plans, including travel itineraries; creating meeting agendas.
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Manages appointments for the Provost and two Associate Provosts using high-level functions of Microsoft Outlook to schedule a high volume of appointments. Keeps departmental calendar up to date with university events and functions.
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Answers, screens, and refers telephone calls & responds to emails, distributes mail, complies with requests for information, forms, etc. Uses discretion in assessing the priority and urgency of calls. Researches background information to assist the office in answering questions or concerns.
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First point of contact for the Provost’s Office, ensuring a welcoming experience. Greets visitors and manages appointment flow for Provost’s Office. Establishes a welcoming and friendly tone for visitors, anticipating the needs of guests to the office.
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Updates and maintains office filing systems and records. Manages confidential information with the utmost discretion. Follows General Counsel guidelines for retention of files.
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Drafts and proofs letters and documents, prepares reports and other materials as needed, and produces documents in final form.
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Tracks and coordinates all office supplies and ensures adequate inventory to meet needs while remaining within the budget.
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Oversees event planning for Provost Office programs and events. This includes partnering with the Manager of Provost Operations to support Fall and Winter Academy programming. The Executive Assistant will also support the Associate Provost for Faculty Development’s initiatives for event programming. Works with campus partners in facilities management and catering to coordinate meals, refreshments, and event set-up and break-down as needed. Partners with colleagues in ITS to ensure event technology support is provided when needed. Uses university databases to coordinate room reservations. Works with the Office of Communications and Public Affairs to create promotional materials as needed for events and programs.
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In partnership with the Manager of Provost’s Operations, updates and manages content for the Provost’s Office website
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Provides administrative support as requested to assist the Manager of Provost’s Operations with auditing faculty and student data in Workday, such as academic appointments and special activity payments.
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Maintains a strict policy of confidentiality.
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Performs other related duties as assigned.
Work Schedule: M-F, 8:30am - 4:30pm
Minimum Qualifications: High school diploma required and associates degree preferred with a minimum of 5 years of administrative support experience or a combination of experience and education for which similar skills would be acquired. Previous experience in an academic setting is advantageous. Strong records maintenance skills. Proficient or possessing the aptitude to acquire skill in Microsoft Office Suite, Mac/Apple systems, Excel, Adobe Acrobat, Powerpoint, Workday and other applications applicable to the office. Demonstrated ability to maintain confidentiality. Ability to work independently, efficiently, accurately, and with great attention to detail. Excellent interpersonal skills. Ability to communicate effectively, both orally and in writing with alumni and community members. Effectively and efficiently handles multiple/simultaneous tasks and projects. Must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, interpersonal and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Must be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Application Instructions:
Review of applications will begin immediately and continue until the position is filled. Resume and cover letter are required. Upload all 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.
Physical Requirements:
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Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
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Grasping: Applying pressure to an object with the fingers and palm.
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Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
Working Conditions: The worker is not substantially exposed to adverse environmental conditions.
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 employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Boosters are required. Individuals may seek a medical or a religious exemption to the vaccination requirement.
