Executive Assistant to the President

Executive Assistant To The President

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.

Specific Job Duties:

1. Handles confidential and non-confidential correspondence and records, including maintaining the President's email accounts.
2. Serves as coordinator for the President's calendar by scheduling appointments, meetings, and travel.
3. Manages the President's Office Suite, including serving as office liaison to guests and visitors.
4. Serves as record keeper for policies, procedures, decisions, motions, actions made by the President, University administrative leadership, and the Board of Trustees.
5. Responsible for all mail in and out of the President's Office.
6. 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.
7. Plans and coordinates logistics and materials dissemination for Board of Trustees Meetings.
8. Performs administrative assignments, exercising judgment, resourcefulness, being innovative and proactive, with independent decision-making while performing at a high level of confidentiality.
9. Works with outside boards and organizations to schedule meetings and events on the President's calendar, travel arrangements, etc.
10. 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.
11. Performs routine duties receptionist, processes mail, files, orders supplies, maintaining office equipment to be in good working condition.
12. Maintain a timesheet and exercise proper clock-in and out responsibility.
13. Performs other related duties as assigned by the President.
14. Provides administrative support to the Office of the President.

Board of Trustees:

1. Serves as coordinator for Board activities that may involve room set-up, calendar reservations, invitations, agendas, menu planning, and hotel reservations.
2. Maintains proper records of minutes and motions and decisions of the board for SACSCOC and the yearly audit.
3. Attends meetings and records minutes of the Board of Trustees, and provides support for various committee staff administrators and staff liaisons.
4. Serve as record keeper of motions, action items and decisions made by the board.
5. Organize and distribute materials necessary for board meetings.
6. Maintain geographic information and access to Lynchburg email accounts of trustees.
7. Maintain subscriptions to AGB for trustees.
8. 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.

Schedule:

• 8:30 am - 5:00 pm (7.5 hours/day with some evenings and weekends to meet the needs of the President may be required)

Qualifications

Experience/Skills:

• Minimum of 5 years progressively responsible office or executive administrative experience.
• Above-average knowledge of office procedures and office administration skills.
• Must demonstrate a high level of professional discretion.
• Knowledge of Google Workspace.
• Excellent oral and written communication skills.
• Excellent organizational skills.
• Excellent typing skills.
• Must be a self-starter, ability to handle multiple priorities, and pay close attention to detail and accuracy.
• Must be courteous, people-oriented, and possess excellent interpersonal skills.

Physical Demands:

• Prolonged periods of desk/computer work

Required Qualifications:

• 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

Preferred qualifications:

• 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

Education:

• High school degree plus post-high school education, preferably in business, office administration, or a related field, and computer skills training, or extensive years of experience in a higher education professional office setting.

Work Remotely:

• No

We seek candidates who are committed to the University of Lynchburg's efforts to create an environment that fosters a student-centered environment, develops the breadth of knowledge associated with liberal education, respects and supports diversity, equity, and inclusion, values and celebrates diverse faith traditions, and sustains close working relationships among faculty, staff, students, alumni, and community partners.

Candidates must successfully pass a background check that is satisfactory to the University.

Submit a cover letter, rsum, and three professional references to:

Human Resources Jobs Page

The University of Lynchburg is dedicated to inclusive excellence. We celebrate the diversity of our common life, affirming our different histories, realities, and identities. All belong here.

As a testament to our strong commitment to accessibility, diversity, and inclusion, we will attract, celebrate, and retain a community of diverse students, staff, and faculty; foster belonging; and create a campus environment that embraces civil discourse and accountability for our words and actions.

The University of Lynchburg embraces diversity in its broadest sense. We will cultivate an inclusive, equitable, and safe campus climate grounded in mutual respect and understanding, where all members of our diverse learning community - alumni, employees, learners, visitors, and volunteers- can thrive.

The University of Lynchburg is an equal-opportunity employer.