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Executive Assistant to the Vice President of Legal Affairs

Employer
Willamette University
Location
Oregon, United States
Salary
Salary Not specified
Closing date
Aug 3, 2021

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Position Type
Executive, Other Executive
Employment Level
Executive
Employment Type
Full Time
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Job Details



Executive Assistant to the Vice President of Legal Affairs & Human Resources

Posting Number: R0003627
Location: Salem Campus

Attention Current Willamette University Employees: In order to apply for posted positions, please close this window and log into your Workday account and apply through the Career worklet.

Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
Reporting to the Vice President for Legal Affairs and Human Resources, the Executive Assistant (EA) role plays a critical role in maximizing the effectiveness of the Vice President and her direct reports, including:
- Human Resources
- University Counsel
- Risk Management
Key to the success of this position are: creating positive, productive, and meaningful relationships with internal and external clients; highly professional communication skills, including excellent writing skills; and the utmost discretion around confidential information.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES
  • Responsible for day-to-day management of the VP's office.
  • Handles and prioritizes incoming issues and requests addressed to the VP.
  • Communicates directly and professionally on behalf of the VP to University leadership, the campus community, outside counsel and other interested parties.
  • Provides confidential administrative support to the VP and the VP's direct reports, including maintenance of calendars, preparation of agendas and documents for meetings, and assisting with preparation of correspondence and processing of documentation for VP's office.
  • Maintains files and records (electronic and hard copy) in an organized, consistent and confidential manner, using university procedures for protecting and maintaining the privacy of records, and following relevant documents retention schedules.
  • Manages the flow of projects and issues requiring immediate or ongoing attention.
  • Writes, edits, or coordinates the creation of select communications on behalf of the VP.
  • Tracking and managing invoices and billing as necessary, including maintaining budget information for the VP and her departments to ensure budget decisions can be made in a timely fashion with accurate information. Reconciling p-cards/invoice statements.
  • Ensuring a smooth functioning office through maintaining an inventory of supplies.
  • Completing general office tasks, including performing general office duties such as copying, scanning, collating, filing and processing mail.
  • Coordinating the planning of events and meetings, including special events. This may include scheduling of locations and times, ordering refreshments, requesting AV equipment, coordination of schedules, and preparation and distribution of meeting materials.
  • Process daily mail, greet visitors, answer phones, maintain office appearance, order office supplies, schedule maintenance, and manage p-card statements.
  • Undertaking projects, conducting research and performing special studies by gathering, compiling and maintaining information and data.
  • Exhibiting confidentiality, discretion and superior judgment regarding all matters conducted in the VP's office related to all stakeholders. Safeguarding the confidentiality of personnel information, department and administrative records, files and communications.
  • Demonstrates a commitment to diversity, equity, inclusion, and student success, and high level of interpersonal and intercultural literacy.
  • Performing other duties as assigned.



MINIMUM QUALIFICATIONS
  • Bachelor's Degree or minimum of five years of executive support experience of progressively responsible nature.
  • High level competency in use of Office Suite software, including Word, PowerPoint, Excel, or similar tools. Willingness and ability to learn complex database entry and reporting and new technologies associated with the job.
  • Excellent written and verbal communication skills and attention to detail.
  • Excellent interpersonal/people skills with ability to interact with diversity of people both in and out of University, and at different levels of the organization.
  • Excellent organizational and time management skills; able to manage and prioritize multiple concurrent projects and meet deadlines.
  • Patience, integrity, and the ability to exercise good judgment and diplomacy and to maintain a high level of confidentiality.
  • Some flexibility required to occasionally work non-standard hours.
  • Strong collaboration skills and an aptitude for managing conflict. Must have a positive and pleasant attitude and establish and maintain harmonious relations with staff, faculty and students.
  • Excellent record keeping, proofreading, and writing skills as well as a high degree of accuracy.
  • This position is subject to a criminal conviction record check.


Typical Work Schedule:

This position generally works Monday - Friday, 8am - 5pm.

Working Conditions:

Work is primarily performed indoors in a typical office environment.

Applications will be reviewed on a rolling basis as received until the position is filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume


​Incomplete applications will not be considered.


Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Executive-Assistant-to-the-Vice-President-of-Legal-Affairs---Human-Resources_R0003627

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.

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