Assistant to the President - Higher Ed. jobs in Lynchburg, VA

Administrative Assistant to Offices of the President and Vic

Classification:  Non-Exempt, full time

Reports To:  Executive Assistant to the President

Job Summary/Objective:  Provide administrative support for the President, Executive Assistant to the President and Vice President for Finance, Operations and Auxiliary Enterprises.

Position Type / Expected Work Hours: M-F 8:30am to 5:00pm, with flexibility for possible evenings, weekend and /or holidays as needed for event preparation, special projects, etc.

Essential Responsibilities:

• Professionally and courteously answer all phone lines and manage multiple calendars by planning and scheduling meetings, conferences and teleconferences.
• Organize and ensure staffing and advance preparation for all meetings of President and Vice President, including Board meetings.
• Take notes and prepare official minutes as requested
• Prepare reports, spreadsheets and other complex documents
• Draft and distribute correspondence on behalf of the President and Vice President (transcribing, typing and processing correspondence – including mail merge letters)
• Prepare and review payment requests and p-card reconciliations
• Organize and maintain filing system for office
• Coordinate general office administrative functions to include, but not limited to, office supplies, maintenance requests, IT & telecom needs, vacation calendars, contact lists
• Enter President’s call reports into College prospect management database
• Assist Executive Assistant and Office of Alumnae Relations and Development in coordinating travel for President and Vice President (obtaining airline tickets, car rental, typing travel itineraries, etc.)
• Assist Executive Assistant in providing meeting preparation support for Board of Directors
• Assist in planning and execution of special events on campus, as needed (invitations, registration, tracking responses, correspondence, schedules, packets, related business)

Supervisory Responsibility:

• Student workers, as assigned

Qualifications

Required Qualifications:

• Associates Degree from an accredited institution
• Minimum five years of senior administrative experience with increasing responsibility
• The ideal candidate will have highly developed written and oral communication skills, along with excellent organizational and planning skills, political and emotional agility and a strong sense of ethics and integrity
• Tact, diplomacy and persistence are essential qualities, along with the ability to make sound judgements and successfully navigate within varying degrees of ambiguity in a fast-paced, complex and unstructured environment
• Strong critical thinking and problem-solving skills are needed along with the ability to establish and meet goals and deadlines both independently and as a team
• Must maintain confidentiality of information and a professional demeanor at all times
• Expertise in prioritizing work flow and managing multiple projects simultaneously.
• Technologically savvy with analytical ability and highly developed computer skills with applications such as Microsoft Office Suite, PowerPoint, Word, Excel and Adobe
• Valid driver’s license and insurability

Preferred Qualifications:

• Bachelor’s degree
• Experience with Google mail/calendar/drive/sites is highly valued
• Proficiency with, or willingness to learn to use, Banner software
• Notary Public Commission in Commonwealth of Virginia or willingness and ability to become a Notary Public

Work Environment: Primarily indoor in an office environment, although some outdoor set up for events and special projects may be needed.  Must be comfortable working on a computer for the majority of the day.

Physical Demands: Extended periods of sitting / standing and computer use may be required.  Will deliver packages and items around campus as needed.  Ability to lift 35 pounds

Travel: Occasional local travel for errands

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

Deadline for Submission: Review of applications will begin immediately and continue until the position is filled.

To Apply:  Submit your application here.   All applications should include a cover letter and resume.