The Senior Administrative Assistant for Operations serves as a
first point of contact for guests calling or visiting the Office of
the President, and provides direct administrative support to the
Chief of Staff. The Senior Administrative Assistant for Operations
performs a range of administrative and operational functions for
the Office of the President, and manages special projects as
Administrative Operations for
Operations, Office of the President
Calendar Management and
Greets visitors and manages hospitality functions;
screens calls, takes messages, and prioritizes incoming requests;
coordinates day-to-day activities; develops policies, procedures,
and systems that ensure productive and efficient office
Takes appropriate action to provide responses and
resolve requests, including engaging other offices and departments
as necessary, with guidance from the Chief of Staff.
Provides support for HR needs of the Office of the
President, including: submission of electronic signatures on
approved documents and University building contracts; Conflict of
Interest disclosures (Cabinet members, President) and other
documents as needed.
Maintains office filing systems including
establishing, maintaining, and organizing all printed
documentation; preparing and printing briefing documents;
preparation of materials for Board of Trustees meetings and other
events that require extensive background and/or
Maintains the President’s travel-related memberships
and accounts and professional organization memberships.
Provides support in document formatting, proofreading,
printing, and mail merge tasks as needed.
Manages all financial/Workday tasks for the office,
including tracking office expenses.
Maintains the Workday inbox, submits approvals on
behalf of the President, Chief of Staff, and Senior
As needed, processes, submits, and monitors PCard
charges and reimbursements, and travel reimbursements to Financial
Special Projects and
Maintains calendars of Chief of Staff and Senior
Advisor, serving as primary delegate for calendar/scheduling
Schedules meetings, responds to meeting requests,
reserves space, and arranges logistics associated with meetings
called by the Chief of Staff.
Assists with the preparation of meeting agendas and
materials, and distributes as appropriate.
Schedules travel arrangements for Chief of Staff and
Senior Advisor, as necessary.
Provides back-up support to the President’s Scheduler
in maintenance of the President’s calendar and preparation of
Supports President’s Scheduler in coordinating and
scheduling travel including airline reservations, car rentals,
hotel reservations, etc., as needed for the President and invited
Supports Chief of Staff with management of Cabinet
meeting calendar; attends President’s Cabinet meetings and prepares
and distributes post-meeting minutes.
Prepares agendas and takes minutes at meetings for
Chief of Staff and Senior Advisor as needed.
Required Education, Knowledge, Skills,
Manages and tracks special projects and deliverables
for the Chief of Staff and Senior Advisor, as needed.
Performs research for special projects.
Lends assistance for major events sponsored by the
Office of the President.
In collaboration with the Executive Assistant, assists
with handling, planning and organizing logistics for meetings,
retreats and other gatherings sponsored by the President’s Office
on and off campus.
Preferred Education, Knowledge,
Bachelor's degree and five years of experience
providing administrative support at the executive level. Experience
in an appropriate professional area with progressively more
responsible duties, or an equivalent combination of education and
Exceptional attention to detail.
Excellent writing skills and experience drafting
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
Ability to follow-up on all projects and tasks until
Ability to interact effectively with a variety of
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
● Previous experience providing executive support in a
Responsible for own work.
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
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