Executive Assistant, WMREF & 1693 MC

WM001 William & Mary; United States; Hybrid; USD 55,000 - 75,000; Full time

Job summary

William & Mary Advancement is seeking an Executive Assistant to support the CEO of the 1693 Management Company and the Executive Director of the WM Real Estate Foundation. This role acts as a trusted partner, coordinating calendars, travel, meetings, and confidential communications to enable leadership to focus on strategy and execution.

The position interacts with senior university leadership, foundation board members, external partners, auditors, and investment managers.

Qualifications

• Bachelor’s degree or equivalent combination of education, training and experience.
• Experience providing executive-level administrative support (5+ years).
• Experience with calendars, travel, meetings, and executive communications (10+ years).

Responsibilities

• Support CEO-1693MC and ED-WMREF with strategic administrative tasks.
• Coordinate complex calendars, meetings, and board activities; prep agendas and materials.
• Assist with budget processes, invoices, reimbursements, and purchasing requests.

Skills

Executive support

Calendar management

Travel coordination

Financial administration

Written communication

Discretion & confidentiality

Microsoft Office

Independent work

Education

Bachelor’s degree or equivalent

Tools

Workday

Blackbaud CRM

Job description

Summary

The 1693 Management Company provides institutional investment management services to organizations supporting the mission of William & Mary. The William & Mary Real Estate Foundation is to acquire, hold, manage, sell, lease, and develop real properties that advance the university’s educational goals.

The Executive Assistant supports both the Chief Executive Officer (CEO-1693MC) of the 1693 Management Company and Executive Director (ED-WMREF) of the W&M Real Estate Foundation. This role serves as a trusted strategic partner, providing high‑level administrative, financial, and operational coordination that enables the CEO‑1693MC and ED‑WMREF to focus on leadership, strategy, and execution of the priorities of their respective organizations.

The Executive Assistant manages complex calendars and travel, supports board and committee activity, coordinates across teams to ensure the smooth execution of executive‑level operations with discretion, accuracy, and professionalism. The Executive Assistant serves as a trusted partner, helping to streamline operations, manage communications, and support complex initiatives for both entities.

The position interacts regularly with senior university leadership, Foundation board members, external partners, auditors, investment managers, and University Advancement leadership.

The Executive Assistant will help foster a culture of belonging that provides opportunity for all people and perspectives.

This is a hybrid position based in Williamsburg, VA, that offers a flexible work environment.

This position is classified as operational, meaning it is salaried and eligible for overtime (non‑exempt). For benefits and leave purposes, this role falls under the "Operational" classification.

Learn more about University Advancement and view the full position description for this job on the University Advancement recruitment website: https://advancement.wm.edu/come-work-with-us/open-positions/index.php.

Location & Work Arrangements

Primary Location: Discovery 1. Primary Job Posting Location: Posting Location - William & Mary. This is a hybrid position based in Williamsburg, VA.

Salary

Salary: $55,000 to $75,000, commensurate with experience and internal alignment.

Required Qualifications

• Bachelor’s degree or equivalent combination of education, training, and experience.
• Experience with executive-level administrative support. (typically 5+ years)
• Demonstrated experience managing complex calendars, travel, meetings, and executive communications. (typically 10+ years)
• Experience with financial or budgetary administrative support (invoices, reimbursements, reconciliation).
• Exceptional organizational, time‑management, and problem‑solving skills.
• Strong written and verbal communication skills with meticulous attention to detail.
• Proven ability to handle confidential information with discretion and sound judgment.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and related systems.
• Ability to work independently, manage competing priorities, and collaborate across teams.

Preferred Qualifications

• Experience in higher education, foundations, real estate development, investment management or other nonprofit organizations.
• Familiarity with board governance processes and executive‑level reporting.
• Experience with financial systems, procurement platforms, or CRM environments (e.g., Workday, Blackbaud CRM).
• Certification as an administrative professional (CAP, PACE, or similar).

Conditions of Employment

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.

Job Duties

• 30% – Executive & Strategic Administrative Support: Ensure the smooth and efficient operation of the CEO‑1693MC and ED‑WMREF offices, anticipating needs and proactively managing priorities. Serve as a primary point of contact for internal and external stakeholders, exercising judgment, diplomacy, and confidentiality. Draft, edit, and format executive correspondence, briefings, presentations, and reports. Assemble, organize, and report information to facilitate decisions through research and collaboration with key stakeholders. Track follow‑ups, action items, and deadlines across multiple initiatives and governance bodies. Support special projects, strategic initiatives, and cross‑functional work led by CEO‑1693MC and ED‑WMREF.
• 25% – Calendar, Meeting & Board Coordination: Manage complex executive calendars, coordinating meetings with senior leadership, board members, auditors, investment partners, consultants, and Advancement leaders. Prepare agendas, briefing materials, and presentations, coordinate logistics, rooms, catering, and technology. Attend meetings as appropriate, capture notes and track action items.
• 15% – Financial, Budget & Expense Administration: Provide administrative support for both entities budget processes, including expense tracking and reporting. Prepare and reconcile expense reports, invoices, reimbursements, and purchasing requests for the CEO‑1693MC and ED‑WMREF. Coordinate with Foundation Accounting, University Finance, Procurement, and external vendors as needed. Assist with preparation of budget summaries, forecasts, and executive‑level financial materials.
• 15% – Travel & Logistics Management: Manage all executive travel planning, including complex multi‑day itineraries and advance scheduling. Coordinate with the President’s Office, University Advancement, and Foundation partners for joint travel and events. Prepare and submit travel authorizations and reimbursements; track related documentation.
• 10% – Information, Records & Workflow Management: Maintain organized and secure electronic and physical filing systems for executive, financial, and governance records. Manage confidential and sensitive information with the highest level of discretion. Coordinate workflows for both entities to ensure continuity and responsiveness. Assist with administrative and organizational support for real estate development projects, including due diligence, entitlements, financing, construction, and asset management activities. Maintain websites for both entities.
• 5% – Front Desk Supervisor Coverage and Collaboration: Serve as primary back up to the Front Desk Supervisor for Discovery I. Maintaining the highest standards of professionalism and customer service for the office in our interactions with our constituents and support for senior leadership and all office functions, including business operations, staff engagement, executive administrative support and emergency response management. Assist with identifying and scheduling coverage with other members of the administrative support team when unable to serve in this capacity.

Additional Job Description

Job Profile: JP0292 - General Administrative Supervisor I/Coordinator I - Nonexempt - Salary - S09 Qualifications: Compensation Grade: S09 Recruiting Start Date: 2026-09-10 Position Restrictions: 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

Background Check

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice

By applying for this position, you consent to William & Mary’s use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice

Individuals selected for full‑time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer

Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

Workday Notice

Workday has weekly downtimes and will be unavailable Fridays starting at 9:00p.m. through Saturdays at noon (ET) for scheduled maintenance. During this time, the portal will be closed and will not accept applications.

Benefits

William & Mary offers a competitive range of benefits that support employee well‑being and professional growth, including access to on‑campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available. Learn more and explore our comprehensive benefits website.