William and Mary
Job Requisition:
JR100874 Executive Assistant (Open)
Job Posting Title:
Executive Assistant
Department:
CC00001 WM001 | PRES | Office of the President
Job Family:
Staff - Administrative & Office Support
Worker Sub-Type:
Regular (benefited)
Job Requisition Primary Location:
Brafferton House Rm 305
Primary Job Posting Location:
Brafferton House Rm 305
Job Description Summary:
Reporting to the Senior Executive Assistant to the President, the Executive Assistant provides high-level, comprehensive administrative support across three areas of university leadership: Government and External Affairs, Military and Veteran Affairs, and the Board of Visitors.
In this critical support role, the Executive Assistant manages complex calendars, coordinates internal and external communications, prepares briefing materials, and ensures that university leaders are well-informed and fully prepared for meetings and engagements. Success in this position requires exceptional professionalism, sound judgment, meticulous attention to detail, and the ability to manage multiple priorities in a fast-paced, dynamic environment.
Job Description:
Required Qualifications:
35% - Scheduling and Calendar Management:
5% - Other Duties as Assigned:
Posting Range: $60,000-$75,000 commensurate with experience
Additional Job Description:
Acts as a specialist in assigned program area, performing the most complex technical duties, such as reviewing and processing claims from vendors, contractors, medical providers and others for reimbursement or other actions under various programs.
Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties.
Applies knowledge of programmatic and administrative requirements.
Applies knowledge of applicable computer software/programs.
Frequent contacts include internal and external customers to gather information or provide information.
May serve as a subject matter expert.
Certification in program area may be preferred.
Annual Salary: $60,000 - $75,000 commensurate with experience
Job Profile:
JP0830 - Administrative & Office Specialist III - Nonexempt - Salary - S10
Qualifications:
Compensation Grade:
S10
Recruiting Start Date:
2025-09-23
Review Date:
2025-10-07
Position Restrictions:
No Restriction - Continuing E&G funded position and not term-limited
EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal
JR100874 Executive Assistant (Open)
Job Posting Title:
Executive Assistant
Department:
CC00001 WM001 | PRES | Office of the President
Job Family:
Staff - Administrative & Office Support
Worker Sub-Type:
Regular (benefited)
Job Requisition Primary Location:
Brafferton House Rm 305
Primary Job Posting Location:
Brafferton House Rm 305
Job Description Summary:
Reporting to the Senior Executive Assistant to the President, the Executive Assistant provides high-level, comprehensive administrative support across three areas of university leadership: Government and External Affairs, Military and Veteran Affairs, and the Board of Visitors.
In this critical support role, the Executive Assistant manages complex calendars, coordinates internal and external communications, prepares briefing materials, and ensures that university leaders are well-informed and fully prepared for meetings and engagements. Success in this position requires exceptional professionalism, sound judgment, meticulous attention to detail, and the ability to manage multiple priorities in a fast-paced, dynamic environment.
Job Description:
Required Qualifications:
- Bachelor's degree or comparable education and experience.
- Demonstrated mastery of schedule management.
- Experience providing administrative support to a senior executive.
- Exceptional judgment and discretion.
- Strong interpersonal skills and the ability to communicate effectively in writing and orally.
- Self-driven and comfortable working independently with limited oversight.
- Proficiency in Microsoft Office Suite.
- Prior administrative experience at an institution of higher education or in government relations.
- Proficient with public body purchasing processes.
- Experienced with budget management and tracking.
- The ability to manage competing demands from various constituencies.
- Knowledge of William & Mary mission, vision, business and administrative practices.
- Familiarity with Workday platform.
- This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act.
- This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
35% - Scheduling and Calendar Management:
- Strategically manages complex scheduling needs for the Offices of Government and External Affairs, Military and Veteran Affairs, and the Board of Visitors. Coordinates with the President's staff as required to align with university-wide priorities and initiatives.
- Responds promptly and effectively to scheduling changes, ensuring flexibility while maintaining accuracy and professionalism.
- Collaborates closely with the Senior Executive Assistant to review, evaluate, and prioritize scheduling requests to optimize leadership availability and support institutional objectives.
- Workspace Operations: Oversees the day-to-day resourcing, servicing, and general upkeep of office environments on the main campus and at the Richmond location to ensure a professional, functional, and well-maintained workspace.
- Operational Support: Anticipates and responds to the operational needs of supported offices, ensuring smooth and proactive administrative and logistical support.
- Fiscal Management: Serves as the fiscal coordinator for the Office of Government and External Affairs. Responsibilities include budget oversight, procurement in accordance with university policies, timely invoice processing, and compliance with all financial procedures.
- Travel and Reimbursements: Coordinates travel arrangements and processes travel reimbursements in accordance with university guidelines.
- Visitor Engagement: Occasionally escorts high-profile visitors and officials to and from the William & Mary main campus and Richmond offices, ensuring a professional and welcoming experience.
- Meeting Support: Prepare and coordinate materials for meetings related to Government and External Affairs, Military and Veteran Affairs, and the Board of Visitors.
- Correspondence Management: Review, edit, and format official correspondence with exceptional attention to detail and adherence to institutional standards.
- Event Coordination: Assist in planning and coordinating visits and events.
- Records Management: Maintain and organize records based on the specific needs and requirements of the supported offices.
- Website Management: Develop, update, and maintain website content for the Offices of Government and External Affairs and Military and Veteran Affairs.
- Team Engagement: Plan and organize internal team meetings and gatherings to foster collaboration across the supported offices.
5% - Other Duties as Assigned:
Posting Range: $60,000-$75,000 commensurate with experience
Additional Job Description:
Acts as a specialist in assigned program area, performing the most complex technical duties, such as reviewing and processing claims from vendors, contractors, medical providers and others for reimbursement or other actions under various programs.
Performs, leads, or supervises a wide variety of moderate to complex program and operational support duties.
Applies knowledge of programmatic and administrative requirements.
Applies knowledge of applicable computer software/programs.
Frequent contacts include internal and external customers to gather information or provide information.
May serve as a subject matter expert.
Certification in program area may be preferred.
Annual Salary: $60,000 - $75,000 commensurate with experience
Job Profile:
JP0830 - Administrative & Office Specialist III - Nonexempt - Salary - S10
Qualifications:
Compensation Grade:
S10
Recruiting Start Date:
2025-09-23
Review Date:
2025-10-07
Position Restrictions:
No Restriction - Continuing E&G funded position and not term-limited
EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal