Executive Assistant to the President

WARTBURG COLLEGE

Title of Position – Executive Assistant to the President

Function of Position: Reporting to the President, the Executive Assistant will provide high-level administrative and operational support while overseeing daily operations of the President’s Office. The Executive Assistant acts as the primary liaison between the President’s Office and campus stakeholders supporting institutional initiatives.

Primary Responsibilities:

Administrative Operations & Office Management

• Direct daily administrative operations of the President’s Office and coordinate workflow priorities.
• Manage the President’s calendar, travel arrangements, and daily communications, ensuring the President is equipped with materials and logistics well in advance of meetings and events.
• Function as gatekeeper and first point of contact for the President, screening inquiries and determining appropriate routing, response, and prioritization, optimizing effectiveness and protecting personal time.
• Maintain organized filing systems, databases, and archives in the President’s Office to ensure information accessibility and institutional memory.
• Coordinate institutional and President’s Office gifting, including perpetual documentation.
• Manage the work study student in the President’s Office.

Budget & Financial Management

• Process budget documents, expense transfers, payment vouchers, and reimbursement requests with accuracy and timeliness.
• Facilitate the approval of procurement card expenses for President, President’s Office, and Senior Leadership Team members.
• Monitor Presidential and departmental budgets, monitoring expenditures and ensuring fiscal responsibility.

Communications & Governance Support

• Develop professional correspondence, reports, scripts, and presentations on behalf of the President.
• Initiate daily huddles and consistent communication with President and key constituents.
• Serve as liaison to the Board of Regents, Senior Leadership Team, and President’s Advisory Council, coordinating events including agenda development, planning, logistics, and execution.
• Serve as primary communication link between the President’s Office and various campus constituencies.

Event Planning & Institutional Support

• Provide leadership for major institutional events including commencements and signature campus celebrations.
• Management of Greenwood, the President’s residence, including but not limited to: Serving as primary point of contact for cleaning and maintenance requests, managing the annual calendar for decorating, maintenance, and upkeep. Coordination and execution of special events, including board events, recognition ceremonies, retreats, and College gatherings.

Additional duties may be assigned as needed to support the mission of the institution and the effectiveness of the President.

Required Qualifications:

• Bachelor's degree required
• Minimum 5 years of progressively responsible administrative experience, preferably in higher education
• Advanced proficiency in Microsoft 365 Suite
• Exceptional written and verbal communication skills
• Absolute discretion and ability to handle highly confidential information
• Strong proactivity, foresight, and problem-solving capabilities
• Excellent organizational skills with ability to manage multiple complex projects simultaneously
• Customer service orientation with ability to interact diplomatically with diverse constituencies
• Detail-oriented with a high degree of accuracy

Preferred Qualifications:

• Previous experience in higher education
• Experience with event planning and coordination
• Skills in budget management software and financial reporting tools

Application Procedure:

Please upload the following by visiting https://www.wartburg.edu/hr/positions/:

1. resume
2. a letter of interest including a statement regarding qualities within the context of the Wartburg College mission
3. contact information for three references.