Job Description:

Position Number:

00326W

Position Title:

Executive Assistant to the Chief Career Officer/AVP for Advancement

Employment Category:

Full Time Operational

Location:

William & Mary

Department:

240000 Career Development

Unit Mission Statement:

Through our efforts to build a robust and inclusive culture of engagement and philanthropy, University Advancement strengthens connections between William & Mary and our vibrant community to ensure that the university and its people thrive for all time coming. By fostering lifelong relationships and creating meaningful opportunities, the team enriches the quality of the William & Mary experience and propels the university forward to address the most pressing needs of our time.


The Office of Career Development & Professional Engagement empowers students and alumni to explore professional possibilities and navigate lifelong career development.

Position Summary:

The Executive Assistant to the Chief Career Officer (CCO)/Associate Vice President (AVP) for Advancement is a key member of the Office of Career Development & Professional Engagement team.


Reporting to the Chief Career Officer/Associate Vice President for Advancement, the Executive Assistant's primary duty is to independently provide executive-level support to the CCO/AVP, managing the administrative affairs of with primary emphasis on complex scheduling, preparing briefing materials and agendas, and arranging travel and logistics. The Executive Assistant will also be responsible for a range of duties filing/organizing records, writing and editing correspondence, agendas, reports, and presentation materials that require confidentiality, discretion, sound judgment, writing ability, and decision-making skills.


The Executive Assistant to the CCO/AVP will have, excellent customer service skills, an interest in lifelong learning, as well as an ability to set and exceed goals. The Executive Assistant will be a proactive and collaborative member of this dynamic team and a champion for diversity and inclusion as William & Mary builds on its success and continues planning for its next campaign and Vision 2026. One of the university's core values is belonging, and the Executive Assistant will help foster a community that embraces diverse people and perspectives. This position is based in Williamsburg and is expected to work in the office on campus.


Please review and download the full position description for this job under the "Featured Job Opportunities" on the University Advancement recruitment website:
https://advancement.wm.edu/come-work-with-us/open-positions/index.php

Conditions of Employment:

This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Essential Designation:

No

FLSA:

Non-Exempt

Position Restricted?:

No, this is a continuing E&G funded position and not term-limited

Position Term:

12 month - Continuing

Position Months:

Faculty or Staff: 12 month

Required Qualifications:

• Bachelor's degree or an equivalent combination of education, training, and/or experience.


• Knowledge of successful office practices and protocols with the ability to support such office programs (typically 1-3 years).


• Experience with senior-level administrative support of an agency or department head, or comparable position (typically 2-4 years).


• Proficiency in proofreading and editing complex documents with careful attention to detail and accuracy.


• Highly proactive in identifying and fulfilling needs in scheduling and information preparation.


• Strong planning skills, and experience with event and travel coordination.


• High degree of computer proficiency in a variety of software applications to include MS Office (specifically, PowerPoint, Access, Outlook, Word, and Excel) and working knowledge of web-based applications and databases.


• Familiarity with document formatting and design.


• Excellent oral and written communication skills, with a strong customer service orientation and the ability to work effectively with internal and external constituencies, while exercising diplomacy and tact in all interactions.


• Experience with fiscal support administration (processing invoices, reimbursements, reconciliations).

Preferred Qualifications:

• Familiarity with Customer Relationship Management software (CRMs).


• Knowledge of e-VA (Commonwealth of VA procurement system).


• Working knowledge of Commonwealth of VA State and university policies and procedures.


• Strong analytical, computational, and quantitative skills, with the ability to extract and analyze data, produce reports in a variety of formats.


• Experience with Adobe Acrobat and/or similar programs


• Experience in higher education and/or non-profit fundraising.


• Budget management and forecasting experience.

Is the position remote work eligible?:

Not eligible

Remote Work Disclaimer:

Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor's ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

Advertised Pay Range:

Up to $50,000, commensurate with experience

Advertised Pay Range Statement:

All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.

University Salary Range:

U08

Benefits Summary Statement:

William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).


Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none

Job Open Date:

09/03/2024

Review Begin Date:

09/24/2024

Open Until Filled:

Yes

Background Check Statement:

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

EEO Statement:

William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

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