Executive Assistant to the President

University Of Lynchburg • Lynchburg, VA

15h • Onsite

About The Position

The University of Lynchburg, a private, regional university in the beautiful foothills of the Blue Ridge Mountains in Central Virginia, is seeking applicants for a full-time Executive Assistant to the President position in the President’s Office. This position reports to, is supervised by, and evaluated by the President. It will include the specific duties and responsibilities of this position description, plus employee attitude and general working behavior. Job Type: FT (Benefits Eligible/Non-Exempt) Job Purpose: Responsible for providing administrative and executive and administrative support to the President of the University, the Board of Trustees, and the Office of the President.

Requirements

• Minimum of 5 years of progressively responsible office or executive administrative experience
• High school diploma plus post-secondary education in business, office administration, or a related field, or equivalent experience in a professional higher education office setting
• Proficiency with Google Workspace, including Docs, Sheets, Sites, Calendar, and Forms
• Excellent oral and written communication skills, including drafting correspondence, composing reports, and responding accurately to inquiries
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Exceptional attention to detail and accuracy
• Ability to exercise independent judgment and maintain a high level of confidentiality
• Self-starter with a courteous, people-oriented approach and strong interpersonal skills
• Basic mathematical aptitude sufficient for budget tracking and statistical report preparation
• Knowledge of internet safety and proficiency with reliable research tools

Nice To Haves

• Experience in a higher education or similarly complex institutional setting
• Experience supporting senior executive leadership, a President, or a Board of Trustees
• Demonstrated experience managing or coordinating special events such as commencement, retreats, or formal recognition programs
• Experience with accounts payable/receivable or budget management responsibilities
• Associate's or Bachelor's degree in business administration, office management, or a related field

Responsibilities

• Handles confidential and non-confidential correspondence and records, including maintaining the President’s email accounts.
• Serves as coordinator for the President’s calendar by scheduling appointments, meetings, and travel.
• Manages the President’s Office Suite, including serving as office liaison to guests and visitors.
• Serves as record keeper for policies, procedures, decisions, motions, actions made by the President, University administrative leadership, and the Board of Trustees.
• Responsible for all mail in and out of the President’s Office.
• Works with other departments for special events, including Commencement, Opening of School, Staff Recognition Programs, retiree events, retreats, catering orders, guest lodging, and creating and executing programs and agendas for these events.
• Plans and coordinates logistics and materials dissemination for Board of Trustees Meetings.
• Performs administrative assignments, exercising judgment, resourcefulness, being innovative and proactive, with independent decision-making while performing at a high level of confidentiality.
• Works with outside boards and organizations to schedule meetings and events on the President's calendar, travel arrangements, etc.
• Manages the budget for the President.
• Perform accounts payable and receivable duties for the President on reimbursements, payments, and subscriptions for higher education publications, dues, and fees.
• Performs routine duties – receptionist, processes mail, files, orders supplies, maintaining office equipment to be in good working condition.
• Maintain a timesheet and exercise proper clock-in and out responsibility.
• Performs other related duties as assigned by the President.
• Provides administrative support to the Office of the President.
• Serves as coordinator for Board activities that may involve room set-up, calendar reservations, invitations, agendas, menu planning, and hotel reservations.
• Maintains proper records of minutes and motions and decisions of the board for SACSCOC and the yearly audit.
• Attends meetings and records minutes of the Board of Trustees, and provides support for various committee staff administrators and staff liaisons.
• Serve as record keeper of motions, action items and decisions made by the board.
• Organize and distribute materials necessary for board meetings.
• Maintain geographic information and access to Lynchburg email accounts of trustees.
• Maintain subscriptions to AGB for trustees.
• Send notifications on behalf of the Board Chair to the full board.

Benefits

• Generous paid vacation, personal days, paid sick time and family leave, comprehensive insurance (medical, dental, vision, etc.) and retirement plans, flexible spending account, tuition remission, life and long-term disability insurance, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees