Executive Assistant

Washington and Lee University • Lexington, VA

11d • $28

About The Position

The executive assistant serves as the primary administrative contact and coordinator of communications and responsibilities of the Vice President for Admissions and Financial Aid. Additionally, the executive assistant leads division and department-wide administrative functions, including budget and account management, planning, and event assistance. The candidate will be a critical member of the admissions and financial aid team, supporting the division's annual enrollment efforts, organizational priorities, operational effectiveness, and employee successes. Washington and Lee University actively promotes a dynamic and welcoming environment that allows students and employees of multiple backgrounds and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise. Essential Functions: Provides executive-level administrative support for the vice president including but not limited to managing the schedule/calendar, screening and managing correspondence, email and telephone communications, greeting visitors and managing appointment flow, and preparing and briefing the vice president for upcoming meetings, events, commitments, projects, and responsibilities. Manages the vice president’s commitments including scheduling of appointments and travel, itineraries, guest lists, background, and briefing materials. Conducts research for the vice president on internal and external populations and trends, including alumni, parents, and friends of the University and institutional peers. Oversees accounting, analysis, and planning of department budgets, frequently including operating, restricted, and salary accounts. Produces expense budgets and assists in annual budgeting processes. Organizes and processes travel expenditures and reimbursements. Assists with the hiring of new employees, including communicating with HR, recruiting, scheduling, and onboarding. Documents and participates in key division and inter-campus engagements including staff meetings and retreats, seasonal and short-term initiatives, and relationships with campus partners and offices. Serves on division teams charged with executing externally focused year-round programming, such as fall and spring fly- in programs, Johnson Scholarship selection, guidance counselor fly-ins and MAZE. Support campus event planning and execution. Including travel and venue management, and day-of duties. Supports admissions operations as needed. Other duties and responsibilities as assigned by the vice president or by others as delegated by the vice president. Work Schedule: Monday - Friday, 8:30 AM - 4:30 PM with occasional night and weekend shifts.

Requirements

• A High school diploma or equivalent is required (Associate’s Degree preferred)
• Significant experience working in an administrative support role or a combination of education and experience which would provide a similar level of experience and skills
• Strong records maintenance skills
• Proficiency in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday and other applications applicable to the office
• Ability to maintain confidentiality
• Ability to communicate effectively, both orally and in writing

Responsibilities

• Provides executive-level administrative support for the vice president including but not limited to managing the schedule/calendar, screening and managing correspondence, email and telephone communications, greeting visitors and managing appointment flow, and preparing and briefing the vice president for upcoming meetings, events, commitments, projects, and responsibilities.
• Manages the vice president’s commitments including scheduling of appointments and travel, itineraries, guest lists, background, and briefing materials.
• Conducts research for the vice president on internal and external populations and trends, including alumni, parents, and friends of the University and institutional peers.
• Oversees accounting, analysis, and planning of department budgets, frequently including operating, restricted, and salary accounts.
• Produces expense budgets and assists in annual budgeting processes.
• Organizes and processes travel expenditures and reimbursements.
• Assists with the hiring of new employees, including communicating with HR, recruiting, scheduling, and onboarding.
• Documents and participates in key division and inter-campus engagements including staff meetings and retreats, seasonal and short-term initiatives, and relationships with campus partners and offices.
• Serves on division teams charged with executing externally focused year-round programming, such as fall and spring fly- in programs, Johnson Scholarship selection, guidance counselor fly-ins and MAZE.
• Support campus event planning and execution. Including travel and venue management, and day-of duties.
• Supports admissions operations as needed.
• Other duties and responsibilities as assigned by the vice president or by others as delegated by the vice president.

Benefits

• The University provides a comprehensive benefits package aimed at supporting the work-life balance, health and wellbeing, financial security, and professional development of employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED