Executive Assistant
Position Overview
Join the Ramily! Winston-Salem State University (WSSU) is a distinguished institution that combines academic excellence, community engagement, and a commitment to fostering student success.
Position Summary
The Executive Assistant provides advanced executive-level administrative and operational support to the Vice Chancellor for University Advancement at Winston-Salem State University. This position operates with a high degree of independence, discretion, and judgment, serving as a strategic partner to the Vice Chancellor while ensuring the effective coordination of daily operations, executive priorities, and divisional initiatives.
Key Duties and Responsibilities
Executive Leadership Support
- Manage the Vice Chancellor’s complex calendar, priorities, and daily workflow, ensuring strategic use of time.
- Serve as executive gatekeeper, managing confidential communications and access to leadership with professionalism and discretion.
- Prepare agendas, briefing materials, presentations, reports, and executive correspondence.
- Coordinate meetings, donor engagements, and leadership interactions, ensuring seamless logistics and follow-up.
- Arrange and manage extensive travel, including itineraries, accommodations, transportation, and reconciliation.
- Serve as a primary liaison between the Vice Chancellor, Chancellor’s Office, senior leadership, donors, and external stakeholders.
- Support special projects and strategic initiatives aligned with University Advancement goals.
Operational & Financial Coordination
- Support coordination of divisional financial processes, including procurement card and travel reconciliation, in collaboration with senior operations staff.
- Assist with tracking expenditures and ensuring transactions are processed in accordance with university policies and procedures.
- Assist in the coordination of documentation related to contracts, purchase orders, and vendor payments as needed.
- Maintain organized records and documentation to support operational and compliance requirements.
Office Operations & Administrative Support
- Support day-to-day operations of the University Advancement office, ensuring efficiency, organization, and service excellence.
- Assist with coordinating departmental procurement, supplies, facilities requests, and technology needs.
- Assist with onboarding processes and administrative support related to personnel actions with Advancement leadership.
- Support implementation of operational processes and improvements to enhance workflow and productivity.
- Work closely with Sr. Operations Manager to provide operational support as needed.
Project & Event Coordination
- Collaborate and assist with tracking project timelines, monitor deliverables, and ensure timely completion of Advancement initiatives.
- Assist with coordination of logistics for donor meetings, division-wide events, and high-profile university engagements involving the Vice Chancellor.
- Support planning and execution of advancement-related and presidential-level events, ensuring alignment with institutional priorities.
- Utilize project management tools to support coordination, communication, and accountability across initiatives.
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