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Senior Executive Assistant for Scheduling, Office of the President

Employer
Wake Forest University
Location
North Carolina, United States
Salary
Salary Commensurate with experience
Posted date
Aug 18, 2021

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Position Type
Faculty Positions, Education, Other Education
Employment Level
Administrative
Employment Type
Full Time
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The Senior Executive Assistant for Scheduling serves as the main point of contact for all constituents seeking appointments with the President. Reporting to the Chief of Staff, the Senior Executive Assistant for Scheduling works closely and collaboratively with the President and Chief of Staff to coordinate presidential meetings, travel, and engagement with a variety of internal and external constituents.

 Job Description

Essential Functions: 

 President’s Calendar and Scheduling: 

  • Manages the scheduling of meetings, events, conferences and video/telephone calls with the  President and internal and external constituencies. 

  • With Chief of Staff oversight, serves as liaison between the Office of the President and internal  and external constituents  for all meetings and event requests for the President’s calendar.

  • Optimizes the President’s schedule to ensure time is used effectively and in alignment with strategic priorities identified by the President, Chief of Staff, and members of the President’s Cabinet.  

  • Adjusts and/or reschedules appointments and events as needed to manage conflicting priorities and address unexpected requests. 

  • Sends invitations on behalf of the President and Chief of Staff for meetings and other types of engagements. 

  • In collaboration with the Chief of Staff, creates, maintains, and modifies policies and protocols for appointments with the President. 

  • Works with the Chief of Staff to ensure appropriate follow-up occurs following scheduled meetings and events with the President. 

  • Maintains detailed records of President’s meetings and engagements, including follow-up items, with internal and external University constituents. 

 

President’s Briefings 

  • Coordinates the President’s daily briefing materials for all scheduled engagements, ensuring the President is thoroughly prepared for all activities on the daily schedule. 

  • Serves as primary point of contact for internal and external constituents to receive needed briefing materials, including meeting agendas, talking points, presentations, travel details, and other needed information; augments briefing items to ensure thoroughness, and requests additional information as needed to complete briefings. 

 Administrative/Operations 

  • Coordinates all presidential travel logistics, including scheduling flights, ground transportation, lodging reservations, and meals. 

  • Prepares travel reimbursements for the President as needed. 

  • As a member of the team supporting the Office of the President operations, works with the team to ensure that the team: 

    • Develops, implements, and coordinates a systematic approach to managing projects while establishing realistic timetables to keep projects on schedule;

    • Coordinates day-to-day activities, develops policies, procedures, and systems that ensure productive and efficient office operations. 

  • As needed, creates appropriate documents including agendas, presentations, and follow-up for meetings with University Trustees, members of the President’s Cabinet, donors, faculty, and staff.  

 Required Education, Knowledge, Skills, Abilities: 

  • Bachelor’s degree and at least five years of experience providing scheduling and administrative support at the executive level. 

  • Experience in appropriate professional areas with progressive responsibility, or an equivalent combination of education and experience. 

  • Demonstrated understanding and knowledge of the principles and practices of management, supervision, and the administration of applicable laws, rules, regulations, codes and statutes relating to higher education. 

  • Ability to handle sensitive information in a confidential manner. 

  • Excellent calendar management skills including the coordination of complex executive meetings.

  • Proficiency in Microsoft Office, Google platform applications (e.g., Mail, Calendar, and Drive), and other relevant software. 

  • High degree of self-motivation. 

  • Strong ability to anticipate office needs, plan ahead, and to proactively and strategically meet those needs in a timely manner. 

  • Ability to follow-up on all projects and tasks until successful completion. 

  • Ability to interact effectively with a variety of professionals. 

  • Ability to work independently and effectively with little needed oversight.

  • Excellent professional judgment. 

  • Excellent interpersonal, communication, and time management skills. 

  • Ability to gather and analyze data, compile information, and prepare reports. 

  • Ability to organize workflow and coordinate activities. 

  • Ability to interpret policies and procedures. 

  • Ability to present and display professional demeanor at all times. 

  • Ability to maintain effective customer relations. 

 

Preferred Education, Knowledge, Skills, Abilities: 

  • Previous experience in a higher education or not-for-profit environment, preferably in an executive office environment.

  • Previous experience providing executive support in a fundraising environment.

 Note: 

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 learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.  ​

 

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