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Senior Administrative Assistant for Operations, Office of the President

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

View more

Position Type
Faculty Positions, Education, Other Education
Employment Level
Administrative
Employment Type
Full Time
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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 needed.

Job Description

Essential Functions: 

Administrative Operations for Operations, Office of the President

  • 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 operations. 

  • 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 preparation. 

  • 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 Advisor. 

    • As needed, processes, submits, and monitors PCard charges and reimbursements, and travel reimbursements to Financial Services.

Calendar Management and Scheduling 

  • Maintains calendars of Chief of Staff and Senior Advisor, serving as primary delegate for calendar/scheduling tasks.

  • 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 briefing materials. 

  • Supports President’s Scheduler in coordinating and scheduling travel including airline reservations, car rentals, hotel reservations, etc., as needed for the President and invited guests. 

  • 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. 

Special Projects and Events 

  • 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.  

Required Education, Knowledge, Skills, Abilities:

  •  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 experience. 

  •  Exceptional attention to detail. 

  • Excellent writing skills and experience drafting constituent correspondence

  • 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. 

  • 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. 

● Previous experience providing executive support in a fundraising environment.   

Accountabilities:  

Responsible for own work. 

Budgetary responsibilities.  

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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