Executive Assistant

The Executive Assistant reports to the Dean of the Law School and performs a wide variety of administrative responsibilities in support of the Dean’s office. The Executive Assistant focuses on business and administrative transactions, such as processing the hiring of full-time and adjunct faculty; performing deans’ office bookkeeping functions, managing the teaching evaluation process; overseeing law journal budgets, invoices and deposits; assisting the deans’ office with travel funding and requests; coordinating events, including a welcome back event, Field Day, and annual lectures, among others. Works in partnership with the other administrative positions in the deans’ office to ensure synergy, cross-training, and collaboration.

Washington and Lee University actively promotes a dynamic and inclusive environment that allows students and employees of multiple backgrounds, cultures, and perspectives to learn, work, and thrive together. Successful candidates will contribute to that environment and exhibit potential for excellence in their areas of expertise.

Essential Functions:

• Provides back-up administrative assistance for the dean and limited administrative support for the associate dean for academic affairs and assistant dean for finance and administration.
• In conjunction with the dean’s executive assistant, coordinates office processes for deans’ suite. Prioritizes incoming issues and concerns to determine appropriate response or action.  Proactively gathers information to assist in determining response. 
• Assists in developing, preparing, and logistics for yearly deans’ office events, including:  a welcome back event, Field Day and annual lectures. Organizes and prepares itineraries and visits for special guests, and submits reimbursements for speakers/visitors to ensure high quality experience for every visitor to W&L Law.  Proactively works in partnership with the dean, associate/assistant deans, and the other executive assistant to monitor and track recurring faculty programs. 
• Reconciles credit card transactions for deans’ office.  
• Manages all faculty processes in Workday such as hiring, promotion, phased retirement, activity pay and re-appointment for full-time faculty.  Compiles and shares relevant data with the dean, associate dean for academic affairs, and assistant dean for finance and administration.
• Manages and administers student evaluation process.
• Oversees and manages the hiring and onboarding of all adjunct faculty.
• Works with the assistant dean of finance and administration on law school journal budgets, invoices and payments, as well as various tasks related to the physical law school space.
• Handles various events and related tasks for dean’s office, including coordinating catering, vendors, and facilities.
• Assists with special projects and other related duties as assigned.

Work Schedule: 8:30 am - 4:30 pm. This position works 35 hours per week.

Minimum Qualifications:

• Must have significant experience in an administrative support role or a combination of education and experience that provides a similar skillset. A bachelor’s degree is preferred.
• Proficiency in Microsoft Office Suite, Mac/Apple systems, Adobe Acrobat, Workday, or other comparable applications.
• Ability to maintain strict confidentiality and professionalism.
• Ability to work independently, efficiently, accurately, and with great attention to detail.
• Ability to communicate effectively, both orally and in writing, with community members, alumni, and guests.
• Effectively and efficiently handles multiple/simultaneous tasks and projects.
• Must have the ability to exercise good judgment in a variety of situations and exhibit excellent interpersonal and organizational skills.

Application Instructions

Review of applications will begin immediately and continue until the position is filled. Required materials include:

• Cover letter
• Resume
• Names and contact information for three professional references

Application instructions for internal and external candidates can be found at: http://www.wlu.edu/employment-opportunities

Position Type:

Non-Exempt, Full Time, Benefit Eligible$28.02 - Pay Commensurate with Experience