Part-Time Administrative Coordinator to the President Emerita

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Job Description Summary

The Part-Time Administrative Coordinator provides high-level administrative scheduling and logistical support to the President Emerita of Wake Forest University. Working between 10 and 15 hours per week this role serves as the primary point of coordination for the President Emeritas professional activities including calendar management travel arrangements correspondence and general office operations. Working independently and with discretion the Coordinator ensures the President Emeritas engagements are well organized efficiently managed and aligned with university priorities while maintaining flexibility appropriate to a part-time position. The majority of the essential functions will be able to be performed remotely however the successful candidate will be willing and able to perform work on site at times in Charlotte NC on an as-needed basis.

Job Description

Essential Functions

Calendar Management and Scheduling

• Manage the President Emeritas calendar including meetings speaking engagements events and virtual appointments

• Coordinate requests from internal and external constituents exercising sound judgment in prioritizing commitments

• Arrange meeting logistics including scheduling location coordination and distribution of relevant information

• Monitor scheduling conflicts and make adjustments as needed

• Maintain accurate records of upcoming commitments and follow-up needs

Travel Coordination

• Arrange travel including flights lodging ground transportation and itineraries

• Prepare and distribute travel schedules and supporting materials

• Assist with travel reimbursements and documentation as needed

Correspondence and Communications

• Draft proofread format and distribute routine correspondence on behalf of the President Emerita

• Manage incoming communications (email mail and requests) routing or responding as appropriate

• Maintain organized records of correspondence and contacts

• Support preparation of remarks background materials or briefing information as requested

Office Coordination and Operations

• Serve as the primary administrative point of contact for the President Emeritas office

• Coordinate supply needs and basic office operations

• Process invoices reimbursements or administrative paperwork as needed

• Arrange hospitality for occasional meetings or visitors

Event and Engagement Support

• Assist with logistical planning for events meetings and special projects involving the President Emerita

• Coordinate materials attendee information and scheduling details

• Support follow-up communications as needed

Required Qualifications

• Bachelors degree preferred; relevant experience may substitute

• Minimum of 3 years of executive or senior-level administrative experience

• Exceptional organizational skills and attention to detail

• Strong written and verbal communication skills

• Ability to manage multiple priorities independently

• High level of discretion and ability to handle confidential information

• Proficiency in Microsoft Office Google Workspace and virtual meeting platforms

• Professional demeanor and strong interpersonal skills

Preferred Qualifications

• Experience in higher education nonprofit or executive office environments

• Experience supporting senior leaders or public figures

• Familiarity with travel coordination and event logistics

Key Competencies

• Sound judgment discretion and strict adherence to confidentiality requirements

• Flexibility and responsiveness

• Strong time management

• Ability to work independently with limited supervision

• Commitment to professionalism and service excellence

Disclaimer

This position description outlines primary responsibilities but is not intended to be exhaustive. Additional duties may be assigned as needed to support the work of the President Emerita.

Additional Job Description

Time Type Requirement

Part time

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 or .