Executive Administrative Assistant to the Vice President for Learning

$34,200 - $54,600/Yr

West Virginia Northern Community College - Wheeling, WV

Full-time - Mid Level

Wheeling, WV

Educational Services

About the position

The Executive Administrative Assistant provides expert administrative support to the Vice President for Learning (VPL) and the Academic Affairs staff. This role involves managing complex administrative tasks, conducting research, and making recommendations on sensitive academic operations. The assistant is expected to work independently, exercise sound judgment, and handle a variety of administrative details to ensure the efficient operation of the Academic Affairs office.

Responsibilities

• Independently acquire required information and background materials for meetings and appointments.
• Review and assess the urgency of requests for the VPL, including appointments and meetings.
• Manage the VPL's calendar and travel arrangements.
• Provide administrative support to ensure efficient operation of the Academic Affairs office.
• Answer phone calls, schedule meetings, and support visitors to the office.
• Carry out routine administrative duties such as filing, typing, copying, and scanning.
• Assist with travel arrangements including booking flights and hotel reservations.
• Exhibit professional communication in-person and via various communication channels.
• Manage electronic and physical filing systems for the office.
• Oversee administrative workflow and software for various Academic Affairs processes.
• Manage purchasing and vendor contracts for Academic Affairs.
• Maintain an updated master calendar for the office and divisions.
• Ensure continuous operation of office equipment and maintain supplies inventory.
• Coordinate and ensure smooth operation of Academic Affairs events and meetings.
• Review and update the Academic Affairs website and documentation as needed.
• Conduct research on academic policy and procedure areas as directed by the VPL.

Requirements

• Bachelor's Degree in Business, Office Management, Education, or related field.
• 2+ years of senior-level administrative support or executive secretarial experience.
• 2+ years of experience with student information systems.
• 1+ year of experience in higher education or an academic-related position.
• Proficient in Microsoft Office, especially Outlook, Word, SharePoint, and Excel.
• Proficient in videoconferencing applications, especially Zoom and Teams.
• Excellent organizational and interpersonal skills.
• Strong attention to detail and ability to handle confidential information.

Nice-to-haves

• Experience in managing complex academic operations.
• Familiarity with academic policies and procedures.

Benefits

• Full-time position with competitive salary range of $34,200 - $54,600 per year.