Job Information
Wesleyan University Executive Assistant to the Vice President for Equity and Inclusion in Middletown, Connecticut
The Office for Equity & Inclusion provides leadership and guidance to address systemic inequities for all members of the Wesleyan community. The department’s culture of inquiry approach to enhancing the educational living and learning experience is designed to promote a healthy, thriving campus climate and a community of excellence predicated on respect for others.
Reporting to the Vice President for Equity and Inclusion, the Executive Assistant is primarily responsible for executive office management and the Vice President’s daily communications, agenda and schedule.
The Executive Assistant will be trusted with highly sensitive and confidential information related to the Vice President’s oversight of federal and state policy. The Executive Assistant will proactively manage the Vice President’s time and a wide range of complex and confidential administrative support duties by assessing, prioritizing, and redirecting and tracking requests to others in a timely, efficient manner.
The Executive Assistant will manage the dissemination of communication and resources to a wide range of internal and external stakeholders; and will prioritize and coordinate related research, and special projects. The Executive Assistant will have a sense for emerging issues and keep the Vice President updated. The Executive Assistant will manage and perform administrative functions that require a thorough knowledge of office policies, procedures, operations and all associated software programs/resources. Responsibilities:
Manage scheduling for the Vice President, including agendas, calls, travel arrangements, complex and extensive calendar management, meetings and other logistics. Proactively prepare files, correspondence (email and mail), talking points, presentations and gather background materials for Vice President’s meetings and project work.
Conduct research, draft, prepare and distribute final versions of confidential correspondence, documents, spreadsheets, and presentations with tact and discretion.
Manage content and flow of information from the Vice President to OEI leadership and University Cabinet.
Coordinate and manage special projects as assigned.
Support project organization, including tracking invoices, filing investigation reports and other confidential material.
Evaluate office procedures; implement procedures that will increase efficiency.
Coordinate day-to-day operation of the office including providing reception, processing incoming mail, submitting work orders, maintaining, organizing and ordering equipment/ supplies and administrative support for OEI’s Vice President for Equity and Inclusion/ Assistant Vice President for Equity and Inclusion / Title IX Coordinator and Dean for Academic Equity, Inclusion and Success as needed.
As a part of providing reception for the OEI office gather information on highly sensitive and confidential matters to escalate or redirect as appropriate.
Monitor budgets, run financial reports and provide regular account summaries. Perform budget processing and reporting, including processing vouchers, invoices, staff purchasing/expense cards or multiple department accounts.
Coordinate logistics for events, meetings and programs sponsored by the University Office for Equity and Inclusion.
Other duties as assigned.
This position is required to work on campus.
(Relocation assistance to CT is available for those who qualify).
Minimum Qualifications
Associate degree and a minimum of five years of experience in an administrative assistant/executive assistant, project manager/coordinator or similar role or an equivalent combination of education, training and experience.
Demonstrated ability to work autonomously and independently and manage and conserve an executive’s time by effective calendar management, prioritizing conflicting needs, reading, researching, routing correspondence, drafting letters, and documents, collecting and analyzing information, anticipating needs and identifying potential issues before they occur.
Experience with project management tools.
Strong relationship management skills
Demonstrated ability and confidence to exercise discretion at the highest-level while being trusted with all forms of sensitive and confidential information.
Demonstrated ability to act as a gatekeeper when required, while maintaining an engaging and courteous approach.
Demonstrated ability to analyze and improve processes.
Strong time-management skills and the ability to organize and coordinate multiple projects/matters at once effectively in a fast-paced environment. Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems.
Experience with database management systems (including creating detailed reports).
Excellent customer service skills and proven professionalism when interacting with others.
Effective communications skills.
Must be able to work a flexible schedule which includes work on some evenings and weekends.
Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds
Preferred Qualifications
Experience providing support to C-Level or Senior-Level Executives role strongly preferred
Experience with project and event management and logistics.
Position is open until filled. For full consideration please apply by October 20th when the first review of applications will begin.
As a part of your application please include a cover letter describing your relevant skills to be an Executive Assistant and a resume.
Compensation: $61,300-$72,300
Work Location: On Campus
All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening (https://www.wesleyan.edu/hr/pdfs/Wesleyan%20University%20Background%20Check%20Policy_.pdf) to the satisfaction of Wesleyan University.
Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.
Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University’s Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html .
Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html
Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.
Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html .
We welcome your interest in Wesleyan’s diverse, energetic community of employees who, by their creativity, innovative thinking, and generosity of spirit, help make Wesleyan a great place to work.
In this open-minded and inclusive environment, our faculty and staff foster a liberal arts experience characterized by boldness, rigor, and practical idealism.
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Internal applicants
If you are currently employed at WES, you must apply for positions through Job Hubs in your Workday (http://workday.wesleyan.edu/) portal. There you will find an abbreviated application form making this process much easier for you!