Executive Assistant, Department of Campus Life - Wake Forest University : Job Details

External Applicants: Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description. Cover Letter and Supporting Documents:

• Navigate to the My Experience application page.
• Locate the Resume/CV document upload section at the bottom of the page.
• Use the Select Files button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The My Experience page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission. Current Employees: Apply from your existing Workday account in the Jobs Hub. Do not apply from this website. A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified. Job Description Summary Under indirect supervision and working independently, the Executive Assistant will serve in a variety of capacities supporting the Vice President for Campus Life (VPCL) to ensure the effective day-to-day operations of the Division of Campus Life. The Executive Assistant will serve as the primary point of contact for internal and external constituencies. Job Description

• Serves as primary liaison between the VPCL and a wide range of individuals and constituencies in a dynamic and diverse community maintaining strict confidentiality of privileged information.
• Strategically manages the VPCL's calendar and schedule to make certain that identified priorities are addressed in a timely manner, helping to ensure optimum utilization of the VPCL's time. This includes scheduling proper planning time for the VPCL.
• Serves as a member of the executive team and participates in weekly meetings. Captures minutes and an organization system ensuring appropriate follow-up.
• Provides comprehensive communications support (both verbal and written): composes correspondence
• for signature by the VPCL; facilitates flow of correspondence to and from the VPCL, responds directly to a variety of inquiries on behalf of the VPCL, and prepares a plan to ensure appropriate populations have access to these communications and advising the VPCL on actions taken.
• Acts as a consultant to the VPCL and the department regarding VPCL office functions, administrative protocol, general administrative procedures, and University regulations.
• Develops, implements, and coordinates a systematic approach to managing projects while establishing realistic timetables to keep projects on schedule. Monitors progress and completion of assignments to ensure deadlines are met, documents are properly prepared, and impacted staff members are advised.
• Exercises initiative and independent judgment on requests for VPCL's time, delegates assignments as appropriate, identifies key issues, determines when to escalate, and provides suggestions for resolution.
• Anticipates and briefs VPCL on appointments, meetings, and speaking engagements (in collaboration with the director of strategic initiatives) providing relevant background information to support the VPCL as needed.
• Manages the preparation of meeting materials in collaboration with the director of strategic initiatives.
• Serves as staff support for the Campus Life Leadership Team, administrative committees chaired by the VPCL and for the Board of Trustees. Ensures timely preparation and pre-distribution of materials.
• Records, compiles, and distributes minutes, clarifying the need for appropriate meeting follow up.
• Oversees all VPCL travel arrangements and handles complex logistics; arranges for urgent issues to be handled by appropriate staff in the VPCL's absence.
• Plans, organizes, and attends Campus Life events, meetings, and retreats as requested.
• Utilizes Workday to process purchase card charges and expenditures for VPCL and processes invoices for the department.
• Manages the office to include supervising student assistants, ordering supplies, maintaining equipment, and retrieving and processing departmental mail.

Required Education, Knowledge, Skills, Abilities: • Bachelor's degree from a regionally accredited college or university and five or more years of related and progressively more responsible or expansive University work experience or the equivalent combination of education and experience. • High level of professionalism, interpersonal skills, integrity, and dependability. • Demonstrated skills related to cultural competence. • Ability to anticipate problems, critical issues, and opportunities as they arise and advise accordingly. • Ability to use good judgment and individual discretion in responding to inquiries. • Ability to work independently and with minimal supervision. • Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, organizational skills, flexibility, and discretion. • Excellent interpersonal skills and customer focus, with the ability to project a collaborative and professional demeanor with a wide range of constituencies in a diverse University community. • Superior written and verbal communication skills, as well as the ability to present his/her views in a clear and compelling manner. • Excellent calendar management skills, including the coordination of complex executive meetings. • Exceptional project management skills, including the ability to organize and lead multiple, concurrent initiatives simultaneously, and to proactively and strategically meet project needs until successful completion. • Thorough knowledge of Microsoft Office and Google Suite applications, as well as experience in effectively creating documents, reports, and presentations. • Ability to organize workflow and manage multiple tasks and functions simultaneously. • Self-motivated and committed to continuous improvement. • General knowledge of office management procedures, practices, and techniques. Accountabilities: • Supervises student assistants. Physical Requirements: • None Environmental Conditions: • Office Setting Additional Job Description Time Type Requirement Full time Note 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. Equal Opportunity Statement The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status. Accommodations for Applicants If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [email protected] or (336) ###-####.