Executive Administrative Assistant to the President

The Executive Assistant to the President manages various aspects of the day-to-day operations of the President’s Office. We are seeking an individual with a high level of interpersonal skills to handle sensitive and confidential situations and exercise prudent judgment and demonstrate leadership skills, poise, tact, and diplomacy.

The Executive Administrative Assistant to the President has recurring contact with members of the Board of Trustees, Senior Executives, public and private officials, faculty, staff, students, and parents. The Executive Assistant to the President must exercise initiative and independent judgment in managing the President’s schedule and the office’s daily activities. This individual must have a developed sense of discretion in the dissemination of information to faculty, students, staff and the diverse communities served by the University.  They will also coordinate activities with several administrative departments and divisions of the University.

• Serves as a liaison between the President and other University administrators, members of the Board of Trustees, public and private officials, various boards, faculty, staff, students, and the diverse communities served by the University by communicating and/or interpreting policy, decisions, and documents issued by University, gathering information and providing information to the President.
• Assists the President in oversight functions by reviewing, monitoring, and approving University personnel action forms, correspondence and other documents. Makes efficient and cost-effective official travel arrangements for the President by preparing associated approval forms and expense reports.
• Facilitates the efficient utilization of the President’s time through development, and coordination of a complex calendar of appointments, meetings, social engagements, and University and community functions with individuals and groups.
• Promotes a positive image of the University by greeting and receiving visitors to the President’s office, responding to inquiries from multiple groups such as students, parents, faculty, staff, legislators, alumni, and public and private officials. Providing authoritative information regarding the University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and then following up to determine the inquirer’s satisfaction with the response.
• Safeguards the confidentiality of the University’s administration by exercising discretion in communicating information to faculty, students, staff and the multiple groups of individuals served by the University. Handles all administrative records, file, and in a similar confidential manner.
• Coordinates the flow of incoming and outgoing communications by receiving, routing, and/or responding to such and determining the appropriate office, department, or agency for the outgoing communications.
• Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
• Performs records management of a complex filing system by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention, and purging schedules, and retrieving files and documents as needed.
• Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.

• Demonstrating high level administrative and analytic support.
• Must possess excellent oral and written communication skills.
• Ability to pay close attention to detail in preparing materials, presentations, and reports.
• Must be able to understand and promote the mission of higher education.
• Microsoft Office programs, particularly Word, Excel, Publisher, and PowerPoint.
• Candidate must possess excellent oral and written communication skills with the ability to pay close attention to detail in preparing materials, presentations, and reports.

• Associate degree preferably in a business-related field and/or at least five years of Executive Administrative level or Administrative Support experience.
• Applicant must have a desire to understand and promote the mission of higher education at Wilberforce University.

Wilberforce University is an Equal Opportunity Employer