Executive Assistant

JOB PURPOSE: Responsible for providing administrative and executive administrative support to the Vice President for Business and Finance.
ESSENTIAL DUTIES: 1.
Provides executive administrative support to the Vice President for Business and Finance (VPBF).
2.
Coordinates meetings with the VPBF and a variety of campus and off-campus constituents and groups.
3.
Serves as coordinator for the VPBF’s schedule for appointments, meetings and travel.
4.
Manage an extremely active calendar of appointments.
5.
Prepare in advance all materials the VPBF needs for upcoming meetings allowing time for review.
6.
Circulate meeting materials in advance to attendees, and track follow-up items.
7.
Provide administrative assistance to assigned Board of Trustees committees.
8.
Keep the VPBF informed of upcoming commitments and responsibilities, following up appropriately.
9.
Serves as record keeper for policies, procedures, decisions, motions, actions, made by the VPBF.
10.
Manage the VPBF’s email and voicemail by prioritizing, escalating, drafting responses as needed, and helping ensure that all correspondence to the VPBF are appropriately and timely responded to.
11.
Organize projects the VPBF is leading to include emails, standing meetings, meeting agendas, meeting minutes, planning documents, and follow-up items.
12.
When necessary, draft initial responses for the VPBF’s review and may be primarily responsible for distributing the message/response.
13.
Screen and direct calls coming in to the VPBF.
14.
Review contracts for appropriate language, terms, and inclusions.
15.
Under the guidance of the VPBF, ensure that vacant University properties are placed with a management company for rental.
16.
Responsible for all mail in and out of the VPBF’s Office.
17.
Prepare monthly expense analysis reports and monitor expenditures under the current budget for the Business and Finance unit.
18.
Performs routine duties – receptionist, processes mail, filing, order supplies, maintaining office equipment to be in good working condition.
19.
Work with the Marketing and Communication Unit to maintain the webpage for the VPBF and the VPBF’s unit.
20.
Serves as liaison with faculty, staff, students, alumni, trustees and friends of the University.
21.
Timely notify the VPBF of issues or concerns that arise, using sound judgement to suggest solutions and/or opportunities.
22.
Performs other related duties as assigned by the VPBF.
EQUIPMENT AND PROGRAM KNOWLEDGE: Computer Calculator Konica Copier and Scanner Telephone Ellucian Colleague Google Suite including Google Documents, Sheets, Sites, Calendar, Forms Microsoft Suite (Excel, Word, PowerPoint) MANUALS AND REFERENCES: Staff Handbook of Personnel Policies and Procedures Faculty Handbook Educational Directories Computer software reference books/internet use for Google Suite apps.
ORAL AND WRITTEN REQUIREMENTS: Excellent English-language oral skills for effective communication in telephone and interoffice contacts.
Excellent English-language reading and writing skills for responding accurately to inquiries, drafting correspondence, and composition of reports.
Good mathematical skills necessary for preparation of statistical reports (budgets, etc.
) and other assigned projects.
WORKING CONDITIONS: The functions of this position are usually performed sitting, but may involve some amount of time walking.
Some amount of stooping, kneeling, bending, lifting, or carrying may be required.
Tasks such as working at a computer keyboard involve extensive wrist and hand movements.
Much contact with employees and the general public.
The normal work schedule is 37.
5 hours per week, with job expectations and responsibilities requiring additional hours.
MINIMUM EXPERIENCE AND QUALIFICATIONS: 1.
Minimum of 5 years progressively responsible secretarial experience.
2.
Above average knowledge of office procedures and secretarial skills.
3.
Proficient with Google Office Suite apps and Microsoft Office Suite.
4.
Excellent organizational skills.
5.
Excellent typing skills.
6.
Must be a self-starter, ability to handle multiple priorities, and have a close attention to detail and accuracy.
7.
Must be courteous, people-oriented, and possess excellent interpersonal skills.
8.
Demonstrated ability to deploy high-level judgement, discretion, and hold confidentiality.
9.
A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders, especially deploying excellent written and oral communication skills.
10.
Notary Public or ability to become a Notary Public within three months of hire.
MINIMUM EDUCATION: High school degree and five-plus years of similar experience are required.
Post-high school education, preferably in business or secretarial related field, and computer skills training, or extensive years of experience in higher education professional office setting preferred.
Benefits: Generous paid vacation, personal days, paid sick time and family leave, comprehensive insurance (medical, dental, vision, etc.
) and retirement plans, flexible spending account, tuition remission, life and long-term disability insurance, and more.
Learn more about employment benefits at the University of Lynchburg.
Schedule: 8:30 a.
m.
– 5 p.
m.
(7.
5 hours/day), with some evenings and weekends to meet needs of the department may be required We seek candidates who are committed to the University of Lynchburg’s efforts to create an environment that fosters a student-centered environment, develops the breadth of knowledge associated with liberal education, respects and supports diversity, equity, and inclusion, values and celebrates diverse faith traditions, and sustains close working relationships among faculty, staff, students, alumni, and community partners.
The University of Lynchburg is committed to diversity within its community and welcomes applications from persons of color, women, Indigenous/aboriginal people of North America, persons with disabilities, the LGBTQIA+ community, and others who may contribute to the further diversification of the University of Lynchburg community.
The University of Lynchburg is an equal opportunity employer.