Executive Assistant to the President & Board of Directors

Job Description

Job Description

Description:

About the Position

William Carey International University (WCIU) seeks an accomplished and highly trusted professional to serve as Executive Assistant to the President and the Board of Directors. This position plays a pivotal role within the organization, providing executive-level partnership and operational leadership in support of the university’s strategic and institutional priorities. The Executive Assistant serves as a trusted partner to the President and the Board of Directors (Board), helping to advance strategic initiatives, coordinating high-level executive operations, and maintaining continuity across leadership activities. This role serves as a critical bridge between executive leadership and Board governance, ensuring alignment, clarity, and continuity across institutional priorities. This role requires exceptional professionalism, executive presence, sound judgment, and consistent follow-through with the ability to operate confidently in complex and confidential environments. Success in this role depends on ability to communicate proactively, executive with precision, anticipate needs, and deliver high-quality work product in a timely manner with minimal oversight. The individual will be a highly organized and proactive professional who is effective at managing competing interests and complex demands to optimize the time and efforts of both the President and the Board.

Primary Responsibilities

• Serve as a primary executive partner to the President and a key governance support liaison to the Board Chair, Board officers, and Board Committees.

Executive Leadership & Presidential Support

• Ensure effective management of priorities, communications, and daily operations.

• Prepare and coordinate executive-level briefings, Board materials, correspondence, reports, and presentations to support strategic decision-making.

• Serve as a strategic point of contact, triaging requests and ensuring matters are directed appropriately to support the President’s focus on the highest-priority responsibilities.

• Represent the President in selected meetings as appropriate, capturing key discussion points, decisions and follow-up actions, and providing timely briefings to ensure continuity and alignment.

• Record accurate meeting minutes and ensure proper follow-up actions are taken.

• Maintain strict confidentiality of sensitive and strategic organizational information.

Board & Governance Support

• Support effective Board governance by maintaining the integrity, accuracy and accessibility of Board materials, policies, meeting records, and governance documentation ensuring alignment with established governance processes.

• Attend Board and assigned committee meetings, and prepare accurate, timely, and professional draft minutes that clearly document motions, decisions, and action items, ensuring accountability and continuity of Board work.

• Ensure timely completion of assigned deliverables, meeting materials, draft minutes, and follow-up communications in accordance with established deadlines.

• Maintain Board communication and document management systems, ensuring materials are current, secure, properly organized and accessible to authorized users.

Communication & Executive Materials

• Respond to communications promptly, professionally and with clear follow-through, keeping stakeholders informed regarding status, delays, or needed next steps.

• Proofread all materials carefully to ensure accuracy, consistency, professionalism, and attention to detail prior to distribution.

Operations, Scheduling & Logistics

• Manage complex scheduling and facilitate high-level meetings involving executive leadership, faculty, Board members, and external stakeholders.

• Maintain an integrated system for tracking priorities, decisions, and action items to ensure organizational continuity and disciplined follow-through.

• Coordination and logistics for Board meetings, forums, or other events, including facilities, communication and connectivity, hospitality, and preparation of meeting materials.

• Manage detailed domestic and international travel arrangements.

• Prioritize meeting requests, troubleshoot scheduling conflicts, and anticipate meeting needs.

Data, Projects & Administration

• Act as the initial point of contact for vendor and third party needs to coordinate assistance and information.

• Gather and complete information analysis for reports, surveys, and other organizational processes.

• Manage ad-hoc administrative projects, tracking progress and ensuring deadlines are met.

Requirements:

• Agreement with WCIU’s Statement of Faith: -of-faith 

• A demonstrated, vibrant Christian faith compatible with the mission of William Carey International University.

• Proven experience serving as an executive assistant for a senior leader.

• Exceptional project management skills yielding the proper prioritization of tasks, the management of deadlines, and effective communication of efforts in the midst of a fast-paced environment and competing interests.

• Strong interpersonal skills and ability to build working relationships with Board members, senior leaders, faculty, staff, students, and external constituents.

• Commitment to high standards of quality and professionalism in work product.

• Exceptional business writing, editing, and proofreading skills with demonstrated ability to prepare polished professional correspondence and meeting documentation.

• Strong judgment and insight to understand and anticipate the needs of leaders, and take proactive action in complex environments.

• Knowledge of and experience engaging with diverse global and cultural communities.

• Sound discretion for handling confidential matters with the proper precautions and sensitivity.

• Ability to adapt to shifting priorities or changes and utilize problem solving skills to recommend effective solutions and respond to situations with flexibility and grace.

• Excellent oral communication skills with the ability to interact with courtesy, respect and professionalism.

• Confident and direct demeanor, ensuring transparency in communications and accountability for results.

• Demonstrated reliability, ownership, and accountability with consistent follow-through on commitments and deadlines.

• Ability to work independently, exercise sound judgment, and manage responsibilities effectively with minimal supervision.

• Proficiency in using approved digital collaboration, document management, and communication tools in compliance with university policies, including those governing confidentiality, security, and responsible use of AI-assisted technologies.

• Superb organizational skills, including the ability to track records, tasks, and the status of ongoing projects and facilitate the execution of initiatives.

• High level of attention to detail and accuracy.

• Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, Sharepoint, and Powerpoint, as well as Zoom, with strong ability to manage virtual meetings and digital collaboration environments.

Preferred Characteristics

• Executive-level EA experience supporting C-suite and/or governing boards, preferably in a non-profit or higher education setting.

• Relational individual with strong emotional intelligence and collaborative instincts.

• Demonstrated commitment to mission-driven work.

Working Conditions and Physical Requirements

• Work at a desk in an office or home-office setting; Sit at an office desk for extended periods of time.

• Work for extended periods of time at a computer, requiring the ability to send and receive information with necessary optical, auditory, and manual dexterity.

• Use a keyboard and mouse to enter, retrieve or transfer words or data information and/or move from screen to screen on the computer to view information.

• Strong written and verbal communication and interpersonal skills; comprehend and speak English.

• Display the reading skills necessary to proofread written material.

• Perform basic mathematical calculations.

• The employee may occasionally lift or move up to 25 pounds.