Executive Assistant to the Chief of Staff and General Counsel

Posting Details

Posting Summary

Working Title

Executive Assistant to the Chief of Staff and General Counsel

Type of Position

Staff - Full Time

Department

President's Office

Appointment Length

July - June (12 mo)

Benefits Eligible?

Yes

Published Salary

Requested Part-Time Staff Hours

NA

F.T.E.

1.00

Grant Funded Position?

No

If temporary (or grant funded) position, indicate ending date

Description of Job Duties and Responsibilities

Fairmont State University educates engaged citizens in a community distinguished by opportunity, growth, and achievement, delivering transformational impact for West Virginia and beyond. We aspire to be a great place to work, to learn, and to call home. The Executive Assistant to the Chief of Staff (CoS) and General Counsel (GC) provides administrative assistance to these two executives and is responsible for the efficient operation of the administrative functions of their areas.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

• Manages the daily administrative activities of the CoS and GC’s offices.
• Manages the CoS and GC’s calendars, schedules meetings, and meeting arrangements.
• Set up meetings with appropriate technology, handouts, refreshments, etc.
• Prepares meeting documents (drafts correspondence, spreadsheets, agendas, PowerPoint presentations, and organizational charts).
• Takes meeting minutes and generates documented meeting minutes as required.
• Monitors deadlines for litigation, administrative claims, and other legal proceedings.
• Acts as a liaison to the CoS and GC’s direct reports, assisting as necessary.
• Scans and copies documents, maintains the CoS and GC’s electronic and physical filing systems, and supports document production related to litigation.
• Conducts research and compiles information for reports and presentations pertinent to operations and strategic objectives.
• Assists with the preparation of reports to the Bylaws Committee, Executive Committee, and Board of Governors.
• Assist with department forms, policies, procedures, and best practice documents.
• May assist with organizational and legal research.
• General office duties such as but not limited to work order requests, requisition requests, office supply requests, maintaining office equipment, including copiers.
• Support a healthy office culture that encourages teamwork, professionalism, positivity, professional development, and high morale among the team.
• Assist with data entry type functions for the CoS and GC’s Offices.
• Assist in the maintenance and updating of web pages to provide accurate and timely information.
• Coordinate travel arrangements for the CoS and GC, including flights, accommodations, registrations, and completion of travel expense settlements, as needed.
• PCard Processor for Finance Office.
• Other duties as assigned.

Minimum Required Education

Bachelor’s degree required in Business Administration or related field.

Required Licenses and/or Certifications

N/A

Minimum Required Qualifications

• Three to five years of professional administrative support experience required, including knowledge of financial budgeting, documentation, and reporting.
• Demonstrates the highest degree of integrity, professionalism, diplomacy, and discretion.
• Able to prioritize multiple tasks, address issues efficiently and effectively, and meet regular and often demanding deadlines.
• Able to handle confidential information in a professional manner.
• Possess excellent judgment and demonstrate independent thinking and resourceful problem-solving skills.
• Motivated self-starter who can anticipate needs and prioritize actions.
• Proficient in Microsoft Office applications and internet research.
• Superior communication skills in person, on the phone, by email, voicemail, and in writing.
• Sound knowledge of professional and higher education cultures.
• Possess the flexibility necessary to successfully master changing priorities, meeting scheduling and preparation changes.
• Proven record of supporting an executive in a professional work environment.

Preferred Qualifications

• Prior experience working in an institution of higher education.
• Prior experience working in a legal environment and/or as a paralegal.

Posting Detail Information

Requisition Number

2025038SP

Number of Vacancies

1

Anticipated Hire Date

ASAP

Position End Date (if temporary)

Job Open Date

01/09/2025

Job Close Date

01/23/2025

Open Until Filled

No

Special Instructions to Applicants

Advertising Summary

Quicklink for Posting

https://www.fairmontstatejobs.com/postings/7250

Job Duties