Hybrid Executive Assistant to the Provost, Vice President for Academic Affairs and Dean of Faculty at Westminster College

Description

Westminster College seeks a professional, detail-oriented Executive Assistant to provide high-level support to the Provost and the Office of Academic Affairs. This pivotal role manages a wide range of administrative responsibilities, ensures smooth daily operations, and serves as a trusted liaison with faculty, staff, students, and senior leaders. The Executive Assistant will coordinate calendars, communications, and projects while exercising sound judgment, discretion, and professionalism in handling confidential matters. The successful candidate will be adaptable, organized, and committed to supporting the academic mission of the College.

At Westminster College, we believe in immersive and enriching experiences that inspire creative thinking and problem solving. We believe in creating opportunities for several different paths to success over a lifetime and the potential to make an impact from wherever you are. For our students, we do this by providing real-world, hands-on learning opportunities, small class sizes, and talented professors dedicated to the individual. Our employees often remark that our tight-knit community creates an atmosphere fostering campus involvement that adapts to all interests. As a result, Westminster continues to be recognized for its excellence in higher education as one of the best small liberal arts colleges in the Midwest.

Requirements

Essential Functions:

The statements below are intended to describe the principal duties of the person or persons assigned to this job. They are not intended to be an exhaustive list of all job duties and responsibilities.

Executive Support and Office Management

· Provide high-level administrative support to the Provost and Academic Affairs leadership, including daily correspondence, scheduling, electronic filing, and office management.

· Maintain the Provost’s calendar, schedule meetings and events, and make arrangements (rooms, refreshments, AV equipment, travel, lodging, and conference registrations).

· Serve as the primary contact for the Office of Academic Affairs, handling inquiries with professionalism and accuracy.

· Order office supplies for Academic Affairs faculty and staff.

Faculty and Academic Processes

· Prepare and process full-time and adjunct faculty contracts, overloads, stipends, compensation letters, and employment status change forms.

· Manage and secure confidential faculty personnel files (digitized and paper).

· Support faculty governance: prepare agendas, secure minutes, assist with elections, and maintain committee membership and eligibility lists.

· Keep the Faculty Handbook updated annually with approved changes in consultation with HR and other campus offices.

· Support the Faculty Personnel Committee by updating review spreadsheets and managing documents for promotion and tenure.

· Collect, organize, and file course syllabi and end-of-course evaluations each term.

Academic Communication and Events

· Assist in planning academic events such as faculty meetings, orientations, searches, retreats, and commencement.

· Coordinate travel, meals, and logistics for faculty and staff searches.

· Order degrees and support commencement activities.

· Generate faculty directories, faculty schedules, and class cancellation notices.

· Prepare and distribute Dean’s List letters each semester and forward lists for publication.

· Maintain and post official lists and calendars (faculty rosters, division/department/program leadership, academic calendar deadlines, class cancellation procedures).

JOB REQUIREMENTS:

Education: Bachelor's degree required.

Experience: Minimum of three years of progressively responsible administrative support experience required. Experience in higher education or in supporting senior leadership strongly preferred.

Skills: 

· Excellent interpersonal skills, professionalism, and sound judgment.

· Emotional intelligence, poise, and discretion in handling confidential matters.

· Strong organizational and time management skills with attention to detail and accuracy.

· Ability to plan, prioritize, and execute responsibilities independently and collaboratively.

· Problem-solving ability, flexibility, and composure under pressure.

· Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook) and comfort with learning new systems (Jenzabar, Teams, SharePoint).

· Strong written and verbal communication skills.

Review of applications will begin immediately and will continue until the position is filled or the search is closed.