Job Description

Warren Wilson College is seeking a detail oriented, collaborative professional with the right aptitude and experience to manage the office of Academic Affairs as the Executive Assistant to the Provost. This position serves as the chief operations administrator for the Provost, managing and leading the administrative duties of the Office of the Provost. The Executive Assistant also provides essential support to the Associate Provost and reporting offices. The Executive Assistant also schedules, participates, and supports all senior leadership team meetings including the Provost Leadership team, the Academic Affairs team, and the Department Chairs meetings. Please be advised that some evening and weekend hours are required in this position.

Ideal candidates will have multiple years of experience providing executive level support at a liberal arts college or university, possess the ability to handle confidential information with discretion, and deliver the highest level of service and response to a broad range of executives, colleagues, and community leaders. Competitive candidates will have a proactive, strategic approach to managing multiple priorities and projects, and an ability to work accurately and calmly under pressure, with high attention to detail.

Interested individuals should read further to learn more about the qualifications and job responsibilities for this full-time, exempt position. First consideration will be given to candidates who apply by 5pm EST on Friday, May 21, 2021. Please be aware no relocation assistance is available for this position. All applications must be received electronically.

Warren Wilson College is committed to a culture of educational access and ensuring that students and employees from a diverse range of identities and experiences will thrive in this community. Warren Wilson College is proud to be an equal opportunity employer.

MINIMUM QUALIFICATIONS

Associates degree.
Two to four years prior experience working in a higher education setting with a strong liberal arts foundation, with at least one year of experience supporting an executive level position.
A proven track record of successfully managing multiple projects and priorities at the strategic level.
Demonstrated strong operational detail-orientation, analytical skills, and problem-solving skills.
Demonstrated, strong written and oral communication skills.
Demonstrated ability to define clear objectives and enforce accountability for meeting deadlines.
Proficiency in Microsoft Office (Excel, Word), Google Suite, webpage maintenance, and other associated digital platforms and workflows.
Evidence of experience with and knowledge of diversity, equity and inclusion (DEI).
A demonstrated ability to work effectively and collaboratively with a wide variety of constituencies (e.g., including members of the Provost's leadership team and Board of Trustees, faculty, administrators, students, parents, and community members).

PREFERRED QUALIFICATIONS

Bachelor’s degree.
Four or more years prior experience working at a 4-year college or university setting with a strong liberal arts foundation, with multiple years of experience supporting an executive level position.

KEY RESPONSIBILITIES

Oversees all administrative operations of the Provost's Office, including management of budgets, schedules, workflows, communications, and reporting.
Works with the Provost to drive and coordinate various cross-departmental projects, maintaining and communicating timelines and documenting progress.
Serves as the operations manager for academic affairs including communication, contracts, technology, and event support.
Handles various special projects and supports the Provost and Associate Provost on a wide variety of executive and administrative matters and represents the Provost and/or the Associate Provost, as needed, with internal and external constituents.
Serves as the internal administrator for the Provost’s committees. Helps establish meeting cadences and follows up on necessary matters to accelerate completion.
Facilitates information flow and sharing among staff in support of effective and timely decision making.
Provides support to the Provost and Associate Provost, with the highest degrees of confidentiality and integrity, on all matters related to the position and synthesizes information from a variety of internal and external sources to ensure the Provost has all the information necessary to make informed decisions.
Provides a welcoming function of the Office of the Provost and the College for external guests and internal constituents.
Serves on appropriate College committees, task forces and special project groups.
Actively participates in broader Warren Wilson College activities.
Performs other duties as assigned.

This job was posted on Thu Jul 01 2021 and expired on Sat Jul 10 2021.

Minimum $9K /yr

$48K /yr Average

Maximum $3M /yr

Tasks

Manage and maintain executives' schedules.

Make travel arrangements for executives.

Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

Answer phone calls and direct calls to appropriate parties or take messages.

Prepare responses to correspondence containing routine inquiries.

Open, sort, and distribute incoming correspondence, including faxes and email.

Greet visitors and determine whether they should be given access to specific individuals.

Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

File and retrieve corporate documents, records, and reports.

Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Provide clerical support to other departments.

Attend meetings to record minutes.

Process payroll information.

Interpret administrative and operating policies and procedures for employees.

Set up and oversee administrative policies and procedures for offices or organizations.

Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.

Compile, transcribe, and distribute minutes of meetings.

Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Skills

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Speaking - Talking to others to convey information effectively.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.

Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.

Coordination - Adjusting actions in relation to others' actions.

Service Orientation - Actively looking for ways to help people.

Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Time Management - Managing one's own time and the time of others.

Knowledge

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.