Administrative Assistant, Office of the President

The Administrative Assistant serves as the primary office coordinator and point of contact for guests visiting the Office of the President. This individual performs a range of administrative and operational functions for the Office of the President.

Please note: This individual will be a full-time exempt employee in the Office of the President, whose daily hours will be from (8:00 a.m. - 4:30 p.m.).

• Greets visitors and manages hospitality functions for the office; prioritizes incoming requests for the office; coordinates day-to-day activities; carries out established policies, procedures, and systems that ensure productive and efficient daily office operations.
• Manages organization of the President’s Office supply area, places recurring supply orders and conducts regular inventory checks on behalf of the office staff.
• Coordinates the President’s daily review folder to route items appropriately for review and signature.
• Maintains the digital/hard copy filing systems of the Office of the President; scans and shreds physical documents daily.
• With approval of the Director of Presidential Operations, processes and submits monthly invoices for the Office of the President.
• Maintains the President’s professional organization memberships, including periodical & magazine subscriptions.
• Provides support in document formatting, proofreading, printing of prepared correspondence, and mail merge tasks.
• Reviews incoming mail and distributes based on outlined processes. Prepares outgoing mail for departure.
• Manages catering for bi-weekly cabinet meetings and supports the Director of Presidential Operations with cabinet meeting logistics.
• Places and coordinates facility work orders on behalf of the Office of the President.

• Proactively assists the President in transitioning from meeting to meeting by being mindful of established timing and reminding her when she has another appointment or task.
• Provides back-up support/coverage to Senior Executive Assistant in managing the President’s calendar, and preparation of briefing materials as needed.
• Manages external requests and upkeep of the President’s Conference Room and oversees the technical support system for the room in partnership with the Wake Forest Information Systems team.

• Performs research for special projects.
• Assists as needed with organizing logistics for meetings, retreats and other gatherings sponsored by the President’s Office on and off campus.

• Bachelor's degree preferred, not required.
• Five years of experience providing administrative support at the executive level.
• Experience in an appropriate professional area with progressively more responsible duties, or an equivalent combination of education and experience.
• Exceptional attention to detail.
• Excellent writing skills and experience drafting constituent correspondence
• Proficient in calendar management
• Demonstrated understanding and knowledge of the principles and practices of management, supervision, and the administration of applicable laws, rules, regulations, codes and statutes relating to higher education.
• Ability to handle sensitive information in a confidential manner.
• Proficiency in Microsoft Office, Google platform applications (e.g., Mail, Calendar, and Drive), and other relevant software.
• High degree of self-motivation.
• Strong ability to anticipate office needs, plan ahead, and to proactively and strategically meet those needs in a timely manner.
• Ability to follow-up on all projects and tasks until successful completion.
• Ability to interact effectively with a variety of professionals in-person, in written correspondence and via phone.
• Excellent interpersonal, communication, and time management skills.
• Ability to gather and analyze data, compile information, and prepare reports.
• Ability to organize workflow and coordinate activities.
• Ability to interpret policies and procedures.
• Ability to present and display professional demeanor at all times.
• Ability to maintain effective customer relations.
• Ability to remain calm under pressure.

• Previous experience in a higher education or not-for-profit environment.
• Previous experience providing executive-level administrative support.

Full time