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Wake Forest University · 19 hours ago

Executive Assistant, School of Professional Studies

Charlotte Metro

Full-time

Hybrid

Senior Level

5+ years exp

Wake Forest University is seeking an Executive Assistant for their School of Professional Studies. The role involves providing comprehensive administrative support to the Dean, managing schedules, travel plans, and correspondence, while also planning and coordinating meetings and events.

EducationHigher EducationUniversities

No H1B

Responsibilities

Strategic Calendar Management: Effectively manages the calendar and travel plans/logistics for the Dean, independently triages and resolves routine challenges, and provides proactive meeting preparation/organization to optimize the Dean’s time, presence and involvement in meetings, events and other initiatives

Institutional Memory and Systems: Documents the annual cycle of events, regular meetings and other scheduling needs related to the Dean’s work to proactively anticipate and support the Dean’s preparations. Documents, refines and develops new office procedures and systems to ensure productive and efficient administrative operations as the school expands

Primary Point of Contact: Serves as the primary administrative liaison for the Dean with internal and external stakeholders; managing communication/correspondence and supporting issue resolution through research and collaboration with SPS teammates

Meeting Lifecycle Coordination: Directs the annual cycle of regular leadership and team meetings, as well as retreats and other school-wide events (e.g., annual multi-day Wake360 event); responsible for the end-to-end management of these events, including scheduling, communicating with participants, drafting agendas, coordinating pre-read materials, planning and executing logistics, ensuring clear follow-up on action items, and anticipating changes

Special Projects: Supports SPS administrative functions (e.g., school-wide HR, facility operations, IT support, etc.) by completing special projects and routine tasks, and tracking progress for productive and efficient operations

Remote Campus Liaison and Visitor Management: Serves as the primary point of contact for university teammates and external partners; manages all visit logistics, including creating itineraries, arranging facility access, assisting with event planning and coordination, providing a professional greeting that reflects the school’s culture, and provides referrals to appropriate teammates

Research and Communications: Conduct primary and secondary research and analysis on specific issues to help prepare reports of a sensitive and confidential nature

Operational Transition and Growth: Acts as an operational anchor during periods of growth and structural change to ensure administrative continuity as the school scales in headcount, physical footprint, and operational complexity

Qualification

Executive-level supportCalendar managementOffice management best practicesCloud-based office toolsProject managementAgilityInterpersonal skillsAttention to detailAdaptability

Required

Bachelor's degree plus at least five years of experience providing executive-level administrative support, or equivalent combination of education and experience

Well-organized, with a strong attention to details and a focus on keeping tasks moving forward with high accuracy and efficiency

Strong agility and adaptability in responding to changing priorities within a rapidly evolving and growing organization

Comprehensive knowledge of office management best practices

Demonstrated proficiency in using cloud-based office tools, including Microsoft Office, Google platforms, and other relevant software, plus operation of standard office equipment

Strong professional communicator with strong interpersonal skills; able to deliver information clearly and concisely, exchange ideas effectively, listen actively, and respond appropriately to a wide range of constituencies

Preferred

Prior experience in institutions of higher education

Experience in project and event management

Proficiency in project management frameworks or tools to track multi-phase school initiatives

Demonstrated commitment to creating and maintaining an inclusive environment, contributing to a positive team spirit, as well as upholding the University's and school's mission, vision, and values