Executive Assistant to the President

The University of Lynchburg a private regional university in the beautiful foothills of the Blue Ridge Mountains in Central Virginia is seeking applicants for a full-time Executive Assistant to the President position in the Presidents Office.

This position reports to is supervised by and evaluated by the President. It will include the specific duties and responsibilities of this position description plus employee attitude and general working behavior.

Job Type: FT (Benefits Eligible/Non-Exempt)

Job Purpose: Responsible for providing administrative and executive and administrative support to the President of the University the Board of Trustees and the Office of the President.

Specific Job Duties:

Presidential Job Duties:

1. Handles confidential and non-confidential correspondence and records including maintaining the Presidents email accounts.
2. Serves as coordinator for the Presidents calendar by scheduling appointments meetings and travel
3. Manages the Presidents Office Suite including serving as office liaison to guests and visitors.
4. Serves as record keeper for policies procedures decisions motions actions made by the President University administrative leadership and the Board of Trustees.
5. Responsible for all mail in and out of the Presidents Office.
6. Works with other departments for special events including Commencement Opening of School Staff Recognition Programs retiree events retreats catering orders guest lodging and creating and executing programs and agendas for these events.
7. Plans and coordinates logistics and materials dissemination for Board of Trustees Meetings.
8. Performs administrative assignments exercising judgment resourcefulness being innovative and proactive with independent decision-making while performing at a high level of confidentiality.
9. Works with outside boards and organizations to schedule meetings and events on the Presidents calendar travel arrangements etc.
10. Manages the budget for the President. Perform accounts payable and receivable duties for the President on reimbursements payments and subscriptions for higher education publications dues and fees.
11. Performs routine duties receptionist processes mail files orders supplies maintaining office equipment to be in good working condition.
12. Maintain a timesheet and exercise proper clock-in and out responsibility.
13. Performs other related duties as assigned by the President.
14. Provides administrative support to the Office of the President.

Board of Trustees:

1. Serves as coordinator for Board activities that may involve room set-up calendar reservations invitations agendas menu planning and hotel reservations.
2. Maintains proper records of minutes and motions and decisions of the board for SACSCOC and the yearly audit.
3. Attends meetings and records minutes of the Board of Trustees and provides support for various committee staff administrators and staff liaisons.
4. Serve as record keeper of motions action items and decisions made by the board.
5. Organize and distribute materials necessary for board meetings.
6. Maintain geographic information and access to Lynchburg email accounts of trustees.
7. Maintain subscriptions to AGB for trustees.
8. Send notifications on behalf of the Board Chair to the full board.

Benefits:

• Generous paid vacation personal days paid sick time and family leave comprehensive insurance (medical dental vision etc.) and retirement plans flexible spending account tuition remission life and long-term disability insurance and more. Learn more about employment benefits at the University of Lynchburg.

Schedule:

• 8:30 am - 5:00 pm (7.5 hours/day with some evenings and weekends to meet the needs of the President may be required

Experience/Skills:

• Minimum of 5 years progressively responsible office or executive administrative experience.
• Above-average knowledge of office procedures and office administration skills.
• Must demonstrate a high level of professional discretion.
• Knowledge of Google Workspace.
• Excellent oral and written communication skills.
• Excellent organizational skills.
• Excellent typing skills.
• Must be a self-starter ability to handle multiple priorities and pay close attention to detail and accuracy.
• Must be courteous people-oriented and possess excellent interpersonal skills.

Physical Demands:

• Prolonged periods of desk/computer work

Required Qualifications:

• Minimum of 5 years of progressively responsible office or executive administrative experience
• High school diploma plus post-secondary education in business office administration or a related field or equivalent experience in a professional higher education office setting
• Proficiency with Google Workspace including Docs Sheets Sites Calendar and Forms
• Excellent oral and written communication skills including drafting correspondence composing reports and responding accurately to inquiries
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Exceptional attention to detail and accuracy
• Ability to exercise independent judgment and maintain a high level of confidentiality
• Self-starter with a courteous people-oriented approach and strong interpersonal skills
• Basic mathematical aptitude sufficient for budget tracking and statistical report preparation
• Knowledge of internet safety and proficiency with reliable research tools

Preferred qualifications:

• Experience in a higher education or similarly complex institutional setting
• Experience supporting senior executive leadership a President or a Board of Trustees
• Demonstrated experience managing or coordinating special events such as commencement retreats or formal recognition programs
• Experience with accounts payable/receivable or budget management responsibilities
• Associates or Bachelors degree in business administration office management or a related field

Education:

• High school degree plus post-high school education preferably in business office administration or a related field and computer skills training or extensive years of experience in a higher education professional office setting.

Work Remotely:

• No

We seek candidates who are committed to the University of Lynchburgs efforts to create an environment that fosters a student-centered environment develops the breadth of knowledge associated with liberal education respects and supports diversity equity and inclusion values and celebrates diverse faith traditions and sustains close working relationships among faculty staff students alumni and community partners.

Candidates must successfully pass a background check that is satisfactory to the University.

Submita cover letter résumé and three professional references to:

Human Resources Jobs Page

The University of Lynchburg is dedicated to inclusive excellence. We celebrate the diversity of our common life affirming our different histories realities and identities. All belong here.

As a testament to our strong commitment to accessibility diversity and inclusion we will attract celebrate and retain a community of diverse students staff and faculty; foster belonging; and create a campus environment that embraces civil discourse and accountability for our words and actions.

The University of Lynchburg embraces diversity in its broadest sense. We will cultivate an inclusive equitable and safe campus climate grounded in mutual respect and understanding where all members of our diverse learning community - alumni employees learners visitors and volunteers- can thrive.

The University of Lynchburg is an equal-opportunity employer.