The Executive Assistant enhances the effectiveness of the Office by handling the day-to-day flow of office communications and tasks. He or she serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office.
Essential and Related Functions
- Answers, screens and refers telephone calls. Uses discretion is assessing the priority and urgency of calls. Researches background information to assist executive in answering questions or concerns.
- Greets visitors and manages appointment flow for Office. Establishes a welcoming and friendly tone for visitors, anticipating needs of guests to the office. Schedules all appointments in Microsoft Outlook using high level functions of program to meet high volume of appointments and trips.
- Sorts and opens office mail; drafts correspondence; proofs documents for spelling and grammar. Produces letters in final form following formal letter writing guidelines.
- Arranges all travel and itineraries and supplemental materials including bios, maps, guest lists, background and briefing materials, etc. Completes all appropriate travel expense forms.
- Coordinates larges scale events for the office by scheduling all necessary planning meetings, frequently attending as a representative of the office, establishing event setup with Facilities and coordinating dining needs with University Catering and outside vendors. Produces scripts and schedules in draft and final form. Manages compliance needs such as interpreters when needed. Prepares post-event reports identifying improvement opportunities.
- Oversees accounting of department budgets, frequently including operating, restricted and salary accounts. Produces expense budgets and assists in annual budgeting processes.
- Establishes, updates, and maintains Office filing system and records. Manages confidential information with the utmost discretion. Follows General Counsel guidelines for retention of files.
- Maintains materials on the SharePoint web site and ensures access for eligible faculty/staff electronically through the SharePoint program. Ensures meeting materials are appropriately recorded.
- Is knowledgeable in use of the Raisers Edge program, conducting research for the Executive on alumni, parents and friends to the University. Pulls and manipulates reports and runs lists.
- Supervises office work study students, scheduling and reviewing their work.
- Maintains a strict policy of confidentiality.
- Other duties as assigned.
High school diploma required and bachelors 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. Strong records maintenance skills. Proficient user of personal computers and related software applications especially Microsoft Office Suite, Mac/Apple systems, Raiser’s Edge, and other applications applicable to the office. Demonstrated ability to maintain confidentiality. Ability to work independently, efficiently, accurately, and with great attention to detail. Excellent interpersonal skills. Ability to communicate effectively, both orally and in writing. Knowledge of the formal and informal departmental goals, standards, policies and procedures which includes familiarity with other departments within the University. Effectively and efficiently handles multiple/simultaneous tasks and projects. Must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Must have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Equal Employment Opportunity Statement
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 development 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.
Statement of Commitment to Diversity
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.