Executive Assistant to the President

The Executive Assistant, Office of the President, is a regular full-time position providing administrative and leadership support for the President of Wesley Theological Seminary and the Office of the President. The position handles the following: scheduling, logistics, correspondence, creation, and coordination of meetings and event materials, and various special projects; manages the relationship between the Administration, Faculty, Staff, and the President; Coordinates with the Chief Financial Officer on the annual budget for the office; Supports day-to-day needs, acting as liaison with internal and external audiences, including members of the Wesley Board of Governors, donors, important partners, and other key stakeholders. The ideal candidate for this position must possess a can-do attitude, the ability to coordinate a high volume of competing priorities effectively and independently, and a professional demeanor under pressure.

Requirements

Essential Duties and Responsibilities

• Serve as a confidant to the President.
• Serve with the President as the primary point of contact for members of the Board of Governors and Emeriti.
• Work closely with the Development Office to manage prospective donor lists, maintain updates to the President’s donor database, and schedule President’s meetings with donors.
• Assist the President with Commencement (e.g., schedule Speaker, Special Guests).
• Ensure all visitors are greeted professionally.
• Ensure all telephone calls are answered and addressed in a professional manner.
• Maintain office files, mailing lists, Board files, and external subscription lists.
• Manage incoming and outgoing mail, including email correspondences.
• Schedule meetings and retreats with logistics (e.g., room reservations, IT, meals).
• Manage the President’s calendar.
• Make travel arrangements for the President, i.e., flight arrangements, hotel reservations, car service, and any other necessities.
• Draft or finalize the President’s correspondence.
• Track expenses, reconcile credit card statements, submit vouchers, and prepare purchase orders as necessary.
• Implement Wesley Seminary’s Emergency Closing process with staff and local media.
• Schedule meetings and assist in preparing and disseminating materials related to activities of the Board of Governors, Administrative Council, Joint Planning Committee, and Ad-Hoc committees as necessary.
• Take meeting minutes for Administrative Council, Joint Planning Committee, Ad-Hoc committee meetings, and Board of Governors meetings.
• Assist in public relations matters.
• Additional duties as assigned.

Qualifications

The successful applicant will have completed a bachelor’s degree and can provide evidence of abilities to perform as a C-level executive assistant. Knowledge of and experience working in a non-profit organization, an institution of higher education, or a church is a plus, as is some knowledge of seminary education, public relations, and publications.

Required Knowledge, Skills, and Abilities

Outstanding interpersonal skills and exceptional oral and written communication skills.

Strong planning, operational, and implementation skills.

Self-starter who works cooperatively with others in a diverse, fast-paced environment and handles multiple priorities.

A thought leader who comprehensively approaches and completes work assignments with a high degree of confidentiality, professionalism, credibility, and integrity.

Excellent computer skills with Microsoft Office Suite, Zoom, and databases.

Computer skills in Blackboard and other software designed for higher education are preferred but not required.

Benefits

• 403(b)
• 403(b) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance