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
President’s Calendar and
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
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
Adjusts and/or reschedules appointments and events as
needed to manage conflicting priorities and address unexpected
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
Maintains detailed records of President’s meetings and
engagements, including follow-up items, with internal and external
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.
Knowledge, Skills, Abilities:
Coordinates all presidential travel logistics,
including scheduling flights, ground transportation, lodging
reservations, and meals.
Prepares travel reimbursements for the President as
As a member of the team supporting the Office of the
President operations, works with the team to ensure that the
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
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
Preferred Education, Knowledge,
Bachelor’s degree and at least five years of
experience providing scheduling and administrative support at the
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
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
High degree of self-motivation.
Strong ability to anticipate office needs, plan ahead,
and to proactively and strategically meet those needs in a timely
Ability to follow-up on all projects and tasks until
Ability to interact effectively with a variety of
Ability to work independently and effectively with
little needed oversight.
Excellent professional judgment.
Excellent interpersonal, communication, and time
Ability to gather and analyze data, compile
information, and prepare reports.
Ability to organize workflow and coordinate
Ability to interpret policies and
Ability to present and display professional demeanor
at all times.
Ability to maintain effective customer
Previous experience in a higher education or
not-for-profit environment, preferably in an executive office
Previous experience providing executive support in a
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.