"Executive Assistant for VP of External Affairs"

Shenandoah University’s Office of Admissions is accepting applications an Executive Assistant to the VP for External Affairs. This is a full-time benefited position located on our main campus in Winchester, Virginia.

Position Review:

Shenandoah University is seeking an Executive Assistant to the VP for External Affairs and External Affairs Leadership. This position represents the vice president and the division as an acting liaison between the vice presidential team, deans, and management colleagues.

Shenandoah has approximately 4,500 students across more than 200 academic programs in seven different schools, and this position serves as a major connector within the Division of External Affairs, vice presidential offices, provost, deans and management directors.

Responsibilities:

• Represent the executive and act as a liaison between vice presidents and their management colleagues, with responsibility for action within pre-agreed limits.
• Handle a variety of special requests at the request of the VP, AVP for Recruiment & Admissions, and Director of Operations for External Affairs
• In conjunction with the Director of Operations for External Affairs, supervises any Work Study student workers and delegates work responsibilities as needed
• Responsible for the office supplies of the respective VP’s office/suite
• Maintain recruiting vehicle requests, schedules, and coordinate maintenance
• Assist AVP in department policy creation and maintenance
• Maintain physical office supply items as requested by AVP
• Perform all duties in accordance with Shenandoah policies, practices and procedures
• Ensure timeliness, quality and cost effectiveness of output/deliverables
• Act as an interface between other assistants and executive teams
• May make decisions on behalf of the vice president, understanding the potential impact of the actions taken
• Develop relationships with other executive assistants, deans, and the management team
• Assist Director of Operations for External Affairs with monthly PCards, budget tracking, and other accounting items as needed
• Handle confidential information relevant to the strategy of the business
• Assists as needed with any preparation for Board of Trustees meetings and/or Board committee projects
• Create, manage and maintain databases/spreadsheets to address vice presidential actionable items
• Anticipate travel needs and coordinate complex travel arrangements based on understanding of the vice presidential availability and obligations, taking into consideration other management, staff and client schedules
• Manage and maintain complex calendars for the VP and AVP. Coordinate appointments, meetings, and conference calls, including rescheduling.
• Manage all aspects of meeting planning, coordination and communication, keeping to budget and meeting objectives
• Prepare a range of correspondence/communications according to company guidelines to be sent by the vice president to company personnel and external vendors
• Review and sort paper-based and electronic mail, identifying action required and taking action where appropriate and distributing to team members as needed
• Support the safety of all members, guests and employees and other duties as assigned

Required Skills

Qualifications:

• Organization and multi-tasking skills—able to simultaneously manage and prioritize multiple projects in a fast-paced environment, take ownership of projects in a proactive fashion, and deliver and perform to senior management timelines are critical. Must be able to meet hard deadlines
• Previous support of C-Suite-level executives is a plus
• Demonstrates a high level of technical proficiency in computer applications with a solid understanding of software best practices and shortcut keys
• Advanced knowledge of the Google Workspace products, Gmail, Word, Keynote and Excel
• Experience in booking and managing travel arrangements
• Ability to work independently with a high degree of autonomy, accountability and potential impact
• Ability to proactively address issues and resolve problems, making appropriate recommendations, proposing solution alternatives, and using sound business judgment
• Excellent communication skills, follow-up skills and attention to details
• Ability to cope under pressure
• Professional Skill Requirements:
  • Highly proactive approach, dynamic anticipation of executive needs
  • Highly confident professional presence, assertive interpersonal style
  • Strong conflict resolution and negotiating skills
• Agile decision-making and judgment within a fast-paced environment. Ability to multitask, prioritize and manage complex assignments
• Highly developed ability to step into network and relationships as an extension of the executive
• Excellent interpersonal skills and high degree of professionalism
• Able to work and network effectively with all levels of management, staff, outside clients and vendors
• Discretion to maintain highly confidential information
• Excellent verbal and written communication skills and command of language
• Ability to proactively address issues and resolve problems, making appropriate recommendations, proposing solution alternatives, and using sound business judgement
• Proactive, business partner/customer service mentality
• Must be able to meet hard deadlines
• Demonstrated teamwork and Collaboration in a professional setting

How to Apply:

The complete application will include a cover letter, resume, and contact information for three professional references. Applications will be reviewed immediately and will continue until a qualified candidate is selected.

Note: A pre-employment background check will be required, and a satisfactory driving record may be required as a condition of hire.

Authorized to work in the United States is a pre-condition of employment. At this time, Shenandoah University is not in a position to sponsor international visas.

Shenandoah University values individuals and communities' unique and diverse perspectives locally and globally. It seeks to foster mutual understanding in an inviting community where individuals are welcome and respected. The university does not discriminate on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, physical or mental disability, genetic information, veteran’s status, or on any other basis protected under applicable law.