Executive Assistant, School of Professional Studies

External Applicants:

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

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• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

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Job Description Summary

The Executive Assistant is a trusted, creative and detailed-oriented professional who provides comprehensive administrative support to the Dean and the team of the rapidly growing School of Professional Studies (SPS). This position provides executive, administrative, logistical, and project support to the Dean by managing schedules, travel plans, and correspondence to ensure optimal allocation of time, effective and timely communications, and robust preparedness for meetings and events. The role also involves planning and coordinating team and committee meetings and school-wide events. The Executive Assistant handles a range of complex and/or confidential administrative projects, demonstrating discretion and independent judgment. The Executive Assistant is a planful problem solver who proactively anticipates needs and opportunities, ensures high levels of accuracy, and contributes to the seamless execution of administrative functions.

Job Description

Essential Functions:

• Strategic Calendar Management: Effectively manages the calendar and travel plans/logistics for the Dean, independently triages and resolves routine challenges, and provides proactive meeting preparation/organization to optimize the Dean’s time, presence and involvement in meetings, events and other initiatives.

• Institutional Memory and Systems: Documents the annual cycle of events, regular meetings and other scheduling needs related to the Dean’s work to proactively anticipate and support the Dean’s preparations. Documents, refines and develops new office procedures and systems to ensure productive and efficient administrative operations as the school expands.

• Primary Point of Contact: Serves as the primary administrative liaison for the Dean with internal and external stakeholders; managing communication/correspondence and supporting issue resolution through research and collaboration with SPS teammates.

• Meeting Lifecycle Coordination: Directs the annual cycle of regular leadership and team meetings, as well as retreats and other school-wide events (e.g., annual multi-day Wake360 event); responsible for the end-to-end management of these events, including scheduling, communicating with participants, drafting agendas, coordinating pre-read materials, planning and executing logistics, ensuring clear follow-up on action items, and anticipating changes.

• Special Projects: Supports SPS administrative functions (e.g., school-wide HR, facility operations, IT support, etc.) by completing special projects and routine tasks, and tracking progress for productive and efficient operations.

• Remote Campus Liaison and Visitor Management: Serves as the primary point of contact for university teammates and external partners; manages all visit logistics, including creating itineraries, arranging facility access, assisting with event planning and coordination, providing a professional greeting that reflects the school’s culture, and provides referrals to appropriate teammates.

• Research and Communications: Conduct primary and secondary research and analysis on specific issues to help prepare reports of a sensitive and confidential nature.

• Operational Transition and Growth: Acts as an operational anchor during periods of growth and structural change to ensure administrative continuity as the school scales in headcount, physical footprint, and operational complexity.

Required Education, Knowledge, Skills, Abilities:

• Bachelor’s degree plus at least five years of experience providing executive-level administrative support, or equivalent combination of education and experience.

• Well-organized, with a strong attention to details and a focus on keeping tasks moving forward with high accuracy and efficiency.

• Strong agility and adaptability in responding to changing priorities within a rapidly evolving and growing organization.

• Comprehensive knowledge of office management best practices.

• Demonstrated proficiency in using cloud-based office tools, including Microsoft Office, Google platforms, and other relevant software, plus operation of standard office equipment.

• Strong professional communicator with strong interpersonal skills; able to deliver information clearly and concisely, exchange ideas effectively, listen actively, and respond appropriately to a wide range of constituencies.

Preferred Education, Knowledge, Skills, Abilities:

• Prior experience in institutions of higher education.

• Experience in project and event management.

• Proficiency in project management frameworks or tools to track multi-phase school initiatives.

• Demonstrated commitment to creating and maintaining an inclusive environment, contributing to a positive team spirit, as well as upholding the University’s and school's mission, vision, and values.

Accountabilities:

• Responsible for own work.

Location & Work Structure: This position is based in Charlotte, North Carolina, with regular engagement across Wake Forest’s Winston-Salem campus and other university locations. The role requires occasional travel (between Winston Salem, Charlotte) and evening or weekend commitments associated with school-wide events.

Additional Job Description

This position is not eligible for sponsorship of non-immigrant or immigrant visa status through Wake Forest University. All eligible applicants are encouraged to apply.

Time Type Requirement

Full timeNote to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.