William & Mary Libraries · 3 months ago
Executive Assistant to Chief Career Officer/AVP for Advancement
William & Mary
Full-time
Onsite
Entry, Mid Level
$51K/yr - $51K/yr
2+ years expWilliam & Mary Libraries is committed to creating opportunities through University Advancement. They are seeking an Executive Assistant to the Chief Career Officer/AVP for Advancement, responsible for providing executive-level administrative support, managing complex scheduling, and preparing briefing materials.
Higher Education
Responsibilities
Proactively manage the day-to-day administrative affairs of the CCO/AVP, and provide administrative support to the CCO/AVP, with primary emphasis on scheduling, prepping the CCO/AVP for meetings, coordinating meeting agendas, facilitating office-wide meeting planning, filing/organizing records, and arranging travel and special events
Perform all travel arrangements for the CCO/AVP, coordinate CCO/AVP travel including transportation and accommodation arrangements, travel materials, processing required forms, and reimbursements
Conduct research and gather all necessary information for the CCO/AVP prior to meetings and events
Schedule meetings, appointments and engagements on behalf of the CCO/AVP, including reserving meeting space and other logistics
Manage the CCO/AVP calendar, including conducting research and gathering all necessary information prior to meetings and events and preparing briefing materials/agenda for the CCO/AVP
Work directly with staff across campus to schedule meetings and obtain and/or disseminate information
Determine the need for and arrange meetings and agendas for various internal and external constituents
Coordinate the participation of others for all aspects of individual and group meetings, retreats and workshops, internal and external
Arrange and coordinate all details for meetings, conferences, and special events, including preparing and assisting with agendas and handouts
Attend meetings as needed and record meeting minutes, sharing the appropriate information with attendees
Conduct any follow-up that may be required on behalf of the CCO/AVP
Coordinate with administrative coordinators and offices to ensure office support and coverage is available in the absences of others
Promote positive interactions with university senior administrators and staff as well as external offices while providing excellent service in a prompt, professional, and efficient manner
Provide support for department recruitment and hiring, manage correspondence with applicants, schedule interviews, and arrange candidate travel and lodging as needed, all with confidentiality and discretion while following all office hiring procedures
Compile and maintain electronic data and report files
Interpret office policies and procedures with authority to use discretion and act in the CCO/AVP’s absence
Review, prioritize, and determine actions for all incoming correspondence
Research and draft responses
Research, prioritize, and follow up on incoming issues and concerns addressed to the CMO/AVP
Determine the appropriate course of action, referral, or response
Provide research assistance on a wide variety of projects
Prepare/compose complex documents of a highly confidential nature
Prepare reports and presentation materials, utilizing all available resources, promptly and with attention to detail and accuracy
Maintain all office records related to the CCO/AVP’s work, schedule, travel, communications, etc
Qualification
Required
Bachelor's degree or an equivalent combination of education, experience, and training
Knowledge of successful office practices and protocols with the ability to support such office programs (typically 1-3 years)
Experience with senior-level administrative support of an agency or department head, or comparable position (typically 2-4 years)
Proficiency in proofreading and editing complex documents with careful attention to detail and accuracy
Highly proactive in identifying and fulfilling needs in scheduling and information preparation
Strong planning skills, and experience with event and travel coordination
High degree of computer proficiency in a variety of software applications to include MS Office (specifically, PowerPoint, Access, Outlook, Word, and Excel) and working knowledge of web-based applications and databases
Familiarity with document formatting and design
Excellent oral and written communication skills, with a strong customer service orientation and the ability to work effectively with internal and external constituencies, while exercising diplomacy and tact in all interactions
Experience with fiscal support administration (processing invoices, reimbursements, reconciliations)
Preferred
Familiarity with Customer Relationship Management software (CRMs)
Knowledge of Workday or similar systems
Working knowledge of Commonwealth of VA State and university policies and procedures
Strong analytical, computational, and quantitative skills, with the ability to extract and analyze data and produce reports in a variety of formats
Experience with Adobe Acrobat and/or similar programs
Experience in higher education and/or non-profit fundraising
Company
William & Mary Libraries
William & Mary Libraries support and enhance teaching and research, and foster intellectual curiosity, creativity and lifelong learning.
1001-5000 employees
H1B Sponsorship
William & Mary Libraries has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (71)
2024 (39)
2023 (34)
2022 (31)
2021 (22)
2020 (31)
Funding
Current Stage
Late StageCompany data provided by crunchbase