Executive Assistant
Executive Assistant
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Job Description
Job Description:
Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds 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:
- Answers screens and refers telephone calls. Uses discretion in assessing the priority and urgency of calls. Research background information to assist the Dean in answering questions or concerns and in making appropriate referral or response.
- Greets visitors and manages appointment flow for the Deans Office. Establishes a welcoming professional and friendly tone for visitors anticipating needs of guests to the office.
- Prioritizes incoming issues to determine appropriate response and action. Proactively gathers information to determine best response and prepares Dean proactively for same.
- Schedules all of the Deans appointments and meetings in Microsoft Outlook exercising excellent judgment and organization to maximize Deans time and schedule.
- Communicates with other offices on campus to ensure effectiveness of Law Deans responsibilities.
- Ensures meeting materials are appropriately recorded.
- Sorts and opens office mail; drafts correspondence; proofs documents for spelling and grammar. Produces letters in final form following formal letter writing guidelines.
- Establishes updates and maintains office filing system and records. Follows General Counsel guidelines for retention of files.
- Prepares edits and proofreads all Deans correspondence to ensure excellence.
- Manages confidential information with the utmost discretion.
- Assist Dean with scholarly writings/books/speeches.
- Assists Dean with responsibilities related to professional organizations.
- Maintains in-depth understanding of business office procedures.
- Maintains materials on the Box web site and ensures access for eligible faculty/staff electronically.
- Arranges all travel and itineraries and supplemental materials including bios maps guest lists background and briefing materials etc. Completes all appropriate travel expense forms.
- Reconcile credit card for the Dean.
- Coordinates yearly large-scale events for the office by scheduling all necessary planning meetings frequently attending as a representative of the office establishing event setup with facilities and coordinating dining needs with university catering and outside vendors.
- Assists Dean with key events such as: Board of Trustee meetings alumni/reunion gatherings holiday and seasonal events student advisory meetings staff meetings faculty and staff retreats lunch meetings with alumni and special guests.
- Produces scripts and schedules in draft and final form. Prepares post-event reports identifying improvement opportunities.
- Organizes and prepares itineraries and visits for special guests. Submits reimbursements for speakers/visitors to ensure high-quality experience for every visitor to W&L Law.
- Works collaboratively with second executive assistant who supports the Deans suite providing mentorship when appropriate.
- Assists as needed with faculty meetings including faculty meeting minutes.
- Oversees and assists with all full-time faculty processes in Workday such as hiring promotion phased retirement activity pay and re-appointment for full-time faculty. Compiles and shares relevant data with the Dean associate dean for academic affairs and assistant dean for finance and administration.
- Assists Dean with important confidential matters such as tenure and promotion files confidential personnel matters faculty and staff hiring faculty activity reports and meetings.
- Coordinate travel and interview itineraries of critical faculty candidates.
- Proactively monitors recurring faculty programs.
- Coordinates retirement events for faculty and long-term staff.
- Works with the Presidents Office in coordinating Law Commencement speaker and the speakers dinner.
- Works with Faculty Awards Committee chair in coordinating yearly student awards meeting and the ensuing award documentation.
- Works with Student Affairs department in coordinating the Order of the Coif lunch. Prepares all Order of the Coif documentation and certificates.
- Works with members of the Deans Leadership Team to ensure quality student and other events involving the Dean.
- Other duties as assigned.
Work Schedule: 8:00 - 5:00pm. This position works 40 hours per week.
Minimum Qualifications:
- Must have significant experience in an administrative support role or a combination of education and experience that provides a similar skillset. A bachelors degree is preferred.
- Proficiency in Microsoft Office Suite Adobe Acrobat Workday and other applications applicable to the office.
- Ability and willingness to maintain strict confidentiality and professionalism.
- Ability to work independently efficiently accurately and with great attention to detail.
- Ability to communicate effectively both orally and in writing with community members alumni and guests.
- Effectively and efficiently handles multiple/simultaneous tasks and projects.
- Must have the ability to exercise good judgment in a variety of situations and exhibit excellent interpersonal and organizational skills.
Application Materials: Review of applications will begin immediately and continue until the position is filled. Please upload a resume cover letter and three professional references.
Position Type:
Non-Exempt Full Time Benefit EligibleMinimum Pay:
Washington and Lee is an Equal Opportunity Employer seekingcandidates committed to high standards of scholarship performance professionalism and to a welcoming campus community. Job description requirements are representative but not allinclusive of the knowledge skill and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
Employment Type
Full-Time
