Part-Time Administrative Coordinator to the President Emerita

Job Description Summary

The Part-Time Administrative Coordinator provides high-level administrative, scheduling, and logistical support to the President Emerita of Wake Forest University. Working between 10 and 15 hours per week, this role serves as the primary point of coordination for the President Emerita’s professional activities, including calendar management, travel arrangements, correspondence, and general office operations. Working independently and with discretion, the Coordinator ensures the President Emerita’s engagements are well organized, efficiently managed, and aligned with university priorities while maintaining flexibility appropriate to a part-time position. The majority of the essential functions will be able to be performed remotely, however, the successful candidate will be willing and able to perform work on site at times in Charlotte, NC on an as-needed basis.

Essential Functions

Calendar Management and Scheduling

• Manage the President Emerita’s calendar, including meetings, speaking engagements, events, and virtual appointments
• Coordinate requests from internal and external constituents, exercising sound judgment in prioritizing commitments
• Arrange meeting logistics, including scheduling, location coordination, and distribution of relevant information
• Monitor scheduling conflicts and make adjustments as needed
• Maintain accurate records of upcoming commitments and follow-up needs

Travel Coordination

• Arrange travel, including flights, lodging, ground transportation, and itineraries
• Prepare and distribute travel schedules and supporting materials
• Assist with travel reimbursements and documentation as needed

Correspondence and Communications

• Draft, proofread, format, and distribute routine correspondence on behalf of the President Emerita
• Manage incoming communications (email, mail, and requests), routing or responding as appropriate
• Maintain organized records of correspondence and contacts
• Support preparation of remarks, background materials, or briefing information as requested

Office Coordination and Operations

• Serve as the primary administrative point of contact for the President Emerita’s office
• Coordinate supply needs and basic office operations
• Process invoices, reimbursements, or administrative paperwork as needed
• Arrange hospitality for occasional meetings or visitors

Event and Engagement Support

• Assist with logistical planning for events, meetings, and special projects involving the President Emerita
• Coordinate materials, attendee information, and scheduling details
• Support follow-up communications as needed

Required Qualifications

• Bachelor’s degree preferred; relevant experience may substitute
• Minimum of 3 years of executive or senior-level administrative experience
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities independently
• High level of discretion and ability to handle confidential information
• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms
• Professional demeanor and strong interpersonal skills