Executive Assistant, E3

WGU; United States; On-site; USD 68,000 - 103,000; Full time

Job summary

Western Governors University is seeking an Executive Assistant, E3, to support senior leadership and manage a wide range of administrative functions. The role requires exceptional organizational skills, discretion with confidential information, and the ability to coordinate complex calendars and travel.

You will serve as the primary point of contact for internal and external stakeholders, prepare materials for meetings, draft communications, and assist with special projects.

Qualifications

• Experience in analyzing data to identify trends.
• Ability to work with confidential information and exercise discretion.
• Strong written and verbal communication skills with minimal supervision.
• Efficient and organized with attention to detail and follow-through.

Responsibilities

• Liaise between senior leadership and internal/external audiences; represent the university.
• Manage senior leadership calendar, travel arrangements, and meeting preparation.
• Arrange domestic and international travel; prepare travel expense reports.
• Plan, organize, and coordinate meetings, conferences, and events; take minutes and track actions.
• Organize electronic and physical file systems; handle confidential information.
• Draft and edit correspondence, reports, and presentations with high accuracy.

Skills

Analytics

Confidential handling

Communication

Time management

Microsoft Office

Tools

Microsoft Office Suite

Job description

If you're passionate about building a better future for individuals, communities, and our country-and you're committed to working hard to play your part in building that future-consider WGU as the next step in your career.

Driven by a mission to expand access to higher education through online, competency-based degree programs, WGU is also committed to being a great place to work for a diverse workforce of student-focused professionals. The university has pioneered a new way to learn in the 21st century, one that has received praise from academic, industry, government, and media leaders. Whatever your role, working for WGU gives you a part to play in helping students graduate, creating a better tomorrow for themselves and their families.

The salary range for this position takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.

At WGU, it is not typical for an individual to be hired at or near the top of the range for their position, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is:

Grade: Professional 307

Pay Range: $68,300.00 - $102,500.00

Job Description

The Executive Assistant, E3, reports to executive leaders at the Vice President level and is critical in supporting senior leadership administrative functions over large departments or functional areas. This position requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks with discretion and professionalism. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and must exercise a high level of confidentiality and diplomacy as a representative of the university.

Summary

The Executive Assistant, E3, reports to executive leaders at the Vice President level and is critical in supporting senior leadership administrative functions over large departments or functional areas. This position requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks with discretion and professionalism. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and must exercise a high level of confidentiality and diplomacy as a representative of the university.

Job Duties

• Serves as a liaison between senior leadership and internal/external audiences and represents the university. Coordinates and facilitates communication between senior leadership and various stakeholders, including university leadership, faculty, staff, students, and external stakeholders.
• Manages senior leadership calendar, including scheduling appointments, meetings, and travel arrangements. Anticipates and prepares materials required for meetings, ensuring senior leader is well-prepared for engagements.
• Arranges domestic and international travel for the administrator, including flights, accommodations, and itineraries. Prepares travel expense reports and ensures compliance with university policies.
• Plans, organizes, and coordinates meetings, conferences, and special events. Prepares agendas, takes meeting minutes, and follows up on action items as needed. Establishes and maintains reporting and tracking of deliverables and action items.
• Organizes and maintains electronic and physical file systems, ensuring efficient document retrieval. Manages confidential and sensitive information with discretion.
• Handles incoming and outgoing communications, emails, and phone calls on behalf of senior leadership. Drafts and edits correspondence, reports, presentations, speeches, and other specialized communications with a high degree of accuracy and professionalism.
• Oversees daily office operations, including managing supplies, coordinating office equipment maintenance, and handling administrative requests.
• Assists in monitoring and managing budgets related to the senior leader's office. Processes and tracks financial transactions and expenses. Creates and submits expense reports for corporate credit card and senior leadership expenses.
• Assists with special projects and initiatives as assigned by senior leadership. Conducts research and compiles data to support decision-making processes.
• Performs other job-related duties as assigned.

KSAs

• Experience in working with analytics to analyze data and identify trends.
• Ability to work with confidential information and to apply maturity and discretion in daily operational role.
• Efficient and organized with great attention to detail and follow-through.
• Strong written and verbal communication skills - ability to articulate concepts and ideas effectively with minimal supervision.
• Proficient in the use of Microsoft Office Suite.
• Excellent time management skills, and ability to work flexible hours when needed.