Executive Assistant to the Provost and Senior Vice President for Academic Affairs

Wesleyan Assurance Society • Middletown, CT

1d • Onsite

About The Position

The Office of Academic Affairs supports the work of Wesleyan’s faculty, whose teaching, advising, and scholarship bring the University’s academic program to life. Led by the Provost and Vice President for Academic Affairs, the division oversees the University curriculum and new curricular initiatives; faculty hiring and promotion; support for faculty research and teaching; and the administration of academic departments, programs, the library, and offices within Academic Affairs. Working in partnership with faculty, deans, and administrative offices across the University, Academic Affairs also guides key areas of academic administration including faculty affairs, academic planning, governance processes, and strategic initiatives that advance teaching, research, and student learning. Reporting to the Provost and Senior Vice President for Academic Affairs, this position provides high-level, confidential administrative support to the Provost and Associate Provosts and Academic Deans. This position supports the daily operations of the Office of Academic Affairs and regularly handles sensitive and confidential information related to faculty, academic programs, and institutional matters. The position involves frequent interactions with faculty, administrators, students, and other members of the Wesleyan community and plays an important role in coordinating communications and activities across the division.

Requirements

• Associate degree and a minimum of five years of experience in an administrative assistant, executive assistant, project coordinator, or similar role or an equivalent combination of education, training and experience.
• Demonstrated experience supporting senior leaders, including managing complex calendars, prioritizing requests, and coordinating schedules to effectively manage an executive’s time.
• Demonstrated ability to assess incoming requests and issues, gather relevant information, and determine appropriate next steps, including independent resolution, referral to appropriate offices, or escalation to senior leadership.
• Demonstrated ability to draft, edit, and prepare professional correspondence, reports, and administrative documents with accuracy and attention to detail.
• Ability to prepare briefing materials and supporting documentation by reading, researching, collecting, and organizing information in advance of meetings and administrative initiatives.
• Experience coordinating meetings, events, or committee processes involving multiple stakeholders.
• Experience handling sensitive and confidential information with professionalism and discretion.
• Demonstrated ability to interact with a wide range of individuals with professionalism, empathy, and sound judgment, remaining calm and effective in challenging or high-pressure situations.
• Demonstrated ability to manage multiple assignments simultaneously and coordinate competing priorities in a fast-paced environment while maintaining deadlines, accuracy, and attention to detail
• Strong time-management skills and the ability to organize and coordinate multiple projects effectively in a fast-paced environment.
• Excellent judgment and creative problem-solving skills, along with the ability to work under pressure and maintain composure while managing confidential and time-sensitive matters.
• Effective communication skills, with strong interpersonal abilities and a commitment to professionalism and discretion.
• Strong interpersonal and relationship-management skills with the ability to interact effectively with faculty, administrators, students, and other members of a diverse academic community.
• Demonstrated proficiency with PC or Macintosh systems and Microsoft Office and other productivity tools, with the ability to learn new software, emerging technology, including generative AI tools used to support productivity and administrative work.

Nice To Haves

• Experience supporting an executive in a higher education environment.
• Experience working with database management systems and generating reports.
• Experience with Workday.

Responsibilities

• Handle highly sensitive and confidential information with the highest level of discretion.
• Manage and coordinate the daily calendars of the Provost and Associate Provosts, evaluating requests, prioritizing commitments, and resolving scheduling conflicts to maintain complex and frequently changing schedules.
• Coordinate travel arrangements as needed.
• Assess incoming issues, requests, and communications; gather necessary information, determine priorities, and decide whether matters should be handled directly, redirected to the appropriate office, or elevated to the Provost or Associate Provosts, including determining when urgent matters require immediate attention.
• Prepare briefing materials and supporting information by reading, researching, collecting, and analyzing information in advance.
• Anticipate needs and assemble materials to support meetings, decisions, and initiatives.
• Lead and facilitate communication and coordination among Academic Affairs, the Deans’ offices, the Provost’s office, and other offices across the University.
• Develop communications and key documents for Academic Affairs, including preparing and distributing documents, spreadsheets, reports including Board of Trustees materials, and other high impact campus communications.
• Copyedit and edit communications from the Provost, Associate Provosts, Deans, and Academic Affairs administrative staff.
• Compose routine correspondence on behalf of the Provost.
• Serve as a fiscal manager within Academic Affairs.
• Monitor budgets, run financial reports, and provide regular account summaries.
• Process vouchers, travel reimbursements, deposits, and other financial transactions.
• Reconcile departmental budgets and purchasing cards.
• Coordinate meetings and event logistics, including complex university-wide initiatives such as faculty and administrative search committees and other major projects.
• Support the technological needs of meetings and search processes, including hybrid and virtual events, and use current and emerging technologies and collaboration tools to facilitate effective participation and communication.
• Coordinate the day-to-day operations of the office.
• Answer the main phone line, greet walk-in visitors, and respond to inquiries from faculty, staff, students, parents, alumni, and community members, contributing to a welcoming and professional office environment.
• Perform other related duties as assigned.

Benefits

• Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.
• Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees