Part-Time Administrative Coordinator – President Emerita

Jobtailor; Charlotte (NC); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor is seeking an experienced Executive Assistant to support the President Emerita. The role involves managing calendars, coordinating travel, handling correspondence, and coordinating office operations with a high degree of discretion.

The ideal candidate will have at least 3 years of executive support experience, exceptional organizational skills, and proficiency in Microsoft Office and Google Workspace.

Qualifications

• Bachelor’s degree preferred; relevant experience may substitute.
• Minimum of 3 years of executive or senior-level administrative experience.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities independently.
• High level of discretion and ability to handle confidential information.
• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms.
• Experience in higher education, nonprofit, or executive office environments preferred.
• Experience supporting senior leaders or public figures preferred.

Responsibilities

• Manage the President Emerita’s calendar with meetings, travel, and events.
• Coordinate internal and external requests and prioritize commitments.
• Arrange meeting logistics and distribute relevant information.
• Monitor scheduling conflicts and maintain records of commitments.
• Arrange travel including flights, lodging, ground transportation, itineraries.
• Assist with travel reimbursements.
• Draft, proofread, format, and distribute correspondence.
• Manage incoming email, mail, and requests; maintain contact records.
• Support preparation of briefing material and remarks.
• Serve as the primary contact for the President Emerita’s office.
• Coordinate supplies and basic office operations.
• Process invoices and administrative paperwork.
• Assist with event planning and attendee coordination.
• Support short-term projects and cross-functional initiatives.

Skills

Calendar Management

Travel Coordination

Event Logistics

Document Drafting

Invoice Processing

Task Tracking

Confidentiality

Research Support

Meeting Logistics

Correspondence Management

Interpersonal Skills

Attention to Detail

Discretion

Multitasking

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Google Workspace

Virtual Meeting Platforms

Job description

• Manage the President Emerita’s calendar, including meetings, speaking engagements, events, and virtual appointments
• Coordinate requests from internal and external constituents and prioritize commitments
• Arrange meeting logistics and distribute relevant information
• Monitor scheduling conflicts and maintain records of commitments and follow-up needs
• Arrange flights, lodging, ground transportation, itineraries, and travel documentation
• Assist with travel reimbursements
• Draft, proofread, format, and distribute correspondence
• Manage and route incoming email, mail, and requests
• Maintain organized correspondence and contact records
• Support preparation of remarks, background materials, and briefing information
• Serve as the primary administrative point of contact for the President Emerita’s office
• Coordinate supplies and basic office operations
• Process invoices, reimbursements, and administrative paperwork
• Arrange hospitality for meetings or visitors
• Assist with logistical planning for events, meetings, and special projects
• Coordinate materials, attendee information, and scheduling details
• Support follow-up communications
• Assist with short-term projects and cross-functional initiatives, including research, task tracking, and deliverable coordination

Requirements

• Bachelor’s degree preferred; relevant experience may substitute
• Minimum of 3 years of executive or senior-level administrative experience
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities independently
• High level of discretion and ability to handle confidential information
• Proficiency in Microsoft Office, Google Workspace, and virtual meeting platforms
• Professional demeanor and strong interpersonal skills
• Experience in higher education, nonprofit, or executive office environments preferred
• Experience supporting senior leaders or public figures preferred
• Familiarity with travel coordination and event logistics preferred
• Must be able to handle confidential information with discretion
• Must be eligible to work without Wake Forest University sponsorship of non-immigrant or immigrant visa status

Core Competencies

Demonstrates exceptional organizational skills and attention to detail while managing complex calendars, travel arrangements, and correspondence for senior leaders. Proficient in Microsoft Office and Google Workspace, with strong written and verbal communication abilities to support executive operations.

Highest-signal resume keywords

• Executive Administrative Experience
• Calendar Management
• Travel Coordination
• Written And Verbal Communication
• Organizational Skills

Hard Skills

• Calendar Management
• Travel Coordination
• Event Logistics
• Document Drafting
• Invoice Processing
• Task Tracking
• Confidential Information Handling
• Research Support
• Meeting Logistics
• Correspondence Management

Soft Skills

• Interpersonal Skills
• Attention To Detail
• Discretion
• Ability To Manage Multiple Priorities
• Professional Demeanor

Industry Keywords

• Higher Education
• Nonprofit
• Executive Office

Tools & Technologies

• Microsoft Office
• Google Workspace
• Virtual Meeting Platforms