The executive assistant serves as the primary administrative contact and coordinator of communications and responsibilities of the Vice President for Admissions and Financial Aid. Leads division administrative functions including planning, budget management, travel and event assistance and administrative support for the vice president. Additionally, 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 inclusive environment that allows students and employees of multiple backgrounds, cultures, 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 and Related Functions:
Provides executive-level administrative support for the vice president including but not limited to managing the schedule/calendar, screening and managing email and telephone communications, preparing and briefing the vice president for upcoming meetings, events, commitments, projects, and responsibilities.
Oversees accounting, analysis, and planning of department budgets, frequently including operating, restricted, and salary accounts. Produces expense budgets and assists in annual budgeting processes.
Manages the vice president’s commitments including scheduling of appointments and travel, itineraries, guest lists, background and briefing materials, etc. Organizes and processes travel expenditures and reimbursements.
Conducts research for the vice president on internal and external populations and trends, including alumni, parents and friends to the University and institutional peers.
Participate in - and document- key division and intercampus engagement, including marketing and staff meetings, in additional to seasonal and short-term initiatives, notably maintaining relationships with campus partners and offices.
Support on-campus and off-campus event planning and execution, notably fall receptions, the Johnson Scholarship competition, Admitted Student Days and DIVE, namely related to travel and venue management.
Serve on division teams charged with executing externally focused programming, notably guidance counselor fly-ins and MAZE (alumni legacy admissions program).
Offer scheduling and calendaring support, particularly working across campus offices.
Support hiring of new employees, including communicating with HR, advertising, scheduling and on-boarding.
Answers, screens and refers email and telephone calls. Uses discretion is assessing the priority and urgency of the message. Researches background information to assist vice president in answering questions or concerns.
Greets visitors and manages appointment flow for vice president. Establishes a welcoming and friendly tone, anticipating needs of guests.
Opens, sorts, and manages personal and office mail; drafts and proofs correspondence. Produces letters in final form following formal letter writing guidelines.
In concert with admissions operations colleagues, share receptionist duties when required, e.g. lunch and receptionist time off.
Maintains a strict policy of confidentiality.
Other duties and responsibilities as assigned by the vice president or by others as delegated by the vice president.
Plan and Coordinate - Identifies problems that may affect completion of tasks and takes appropriate action that requires only routine reviews by supervisors. Sets an example, by demonstrating care in the use and maintenance of the University resources (e.g., workspace, equipment, tools, etc.). Identifies problems, evaluates alternative courses of action and makes logical decisions to resolve the issue.
Technical Skills - Demonstrates advanced skills and experience through knowledge of own responsibilities and understanding of interdependent University functions and services. Able to resolve complex tasks or problems independently and is comfortable with modifying routine processes to resolve situations. Makes a point to learn from mistakes, failures and successes to improve in future assigned responsibilities. Demonstrates willingness to participate in relevant development programs that build on own knowledge and skills.
Results Focused - Demonstrates the ability and willingness to change plans when an existing approach proves ineffective. Sets high standards and works to exceed prevailing standards in own area of work. Shows willingness to seek out and accept increased responsibilities Creates or modifies procedures to more effectively meet requirements of own job.
Communication and Relations - Makes a point to clarify understanding of requests and requirements to prevent miscommunication. Able to control feelings and emotions from interfering with effective and prompt response to other's needs. Is conscious that people from different ages, genders and cultures do things differently and makes an effort to understand rather than judge.
Teamwork/Team Development - Often contributes to work group's objectives beyond one's own tasks or priorities. Respectful of conflicting points of view and is not resistant or defensive when differing views are expressed. Actively participates in internal and external meetings/group activities to establish productive working relationships.
Minimum Qualifications: High school diploma required and bachelor’s degree preferred with a minimum of 5 years of administrative support experience or a combination of experience and education for which similar skills would be acquired. Must have a proven facility for data analysis and collection. Proficient user of technology including PC/Mac, and Microsoft Office Suite. Experience with Technolutions’ Slate, Box, Informer, Share Point, Workday, and other university systems is preferred. Must have the ability to exercise good judgment in a variety of situations and have a demonstrated ability to maintain confidentiality. Curiosity, independence, efficiency, accuracy, and close attention to detail are expected. Excellent interpersonal skills: service-orientation, intuition, team-oriented style, intelligent oral/written communication are appreciated. The nature of this roles requires the executive assistant to work independently on projects from conception to completion, and work under pressure at times to handle a wide variety of activities and confidential matters with discretion. It is essential that he or she know or be able to quickly learn the formal and informal departmental goals, standards, policies and procedures which includes familiarity with other departments within the University.
The university requires employees to become fully vaccinated for COVID-19 and new employees must provide proof of at least their first shot prior to the first day of employment. Individuals may seek a medical or a religious exemption to the vaccination requirement.
Review of applications will begin immediately and continue until position is filled. Resume, cover letter and three professional references are required. Please upload a cover letter and resume during the application process. From your resume, the application system will try to auto-fill your employment history and you may adjust this in the application questionnaire. The online application form requires you provide names and contact information for three professional references.
Current W&L Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Application, search Find Jobs, and open Find Jobs or Tasks and Reports. Locate the position and click Apply. Update your Education and Job History. Attach your cover letter and resume, and provide three professional references in the appropriate boxes. Refer to this Job Aid for additional guidance.
External Applicants: Complete the online application forms.
Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
Grasping: Applying pressure to an object with the fingers and palm.
Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
Types of Work: Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
Work Schedule: M-F, 8:30am - 4:30pm with occasional nights and weekend hours required.
Washington and Lee is a top-ranked, private institution in Lexington, Virginia where we integrate the rigorous inquiry and critical thinking of a liberal arts curriculum with nationally accredited undergraduate programs in business and journalism, and a graduate School of Law. Our graduates, mentored by a faculty of teacher-scholars, are ready to make a meaningful impact wherever they go in the world.
The campus is a national historical landmark, the city offers small-town charm, and the Allegheny and Blue Ridge Mountains provide unparalleled surroundings.
Washington and Lee affirms that diverse perspectives and backgrounds enhance our community. We are committed to the recruitment, enrichment, and retention of students, faculty, and staff who embody many experiences, cultures, points of view, interests, and identities. As engaged citizens in a global and diverse society, we seek to advance a positive learning and working environment for all through open and substantive dialogue.
Washington and Lee is an Equal Opportunity Employer. As such, we are interested in candidates who are committed to high standards of scholarship, performance and professionalism and to the devel...opment of a campus climate that supports equality and diversity in our faculty, staff and student body. Job description requirements are representative, but not all-inclusive of the knowledge, skill, and abilities needed to successfully perform this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.