Executive Assistant, UESS

Executive Assistant, UESS

The University of Lynchburg, a private, regional university in the beautiful foothills of the Blue Ridge Mountains in Central Virginia, is seeking applicants for Executive Assistant position in the University Experience and Student Success department.

This position reports to, is supervised by, and evaluated by the Vice President for University Experience and Student Success. The evaluation of work performance will be ongoing and will be carried out by the Executive Assistant. It will include the specific duties and responsibilities of this position description plus employee attitude and general working behavior.

JOB PURPOSE:

The Executive Assistant for University Experience and Student Success (UESS) provides high-level administrative, logistical, and strategic support to the VP for UESS and the broader UESS leadership team. This role is essential to ensuring the efficient functioning of the executive office and a seamless experience for students, parents, and campus partners.

The Executive Assistant serves as a primary operational hub, managing complex schedules, triaging sensitive communications, and maintaining fiscal and office excellence with the highest level of confidentiality. A critical component of this role is the comprehensive coordination and execution of the University's Centralized Check-In Process in August and January, requiring expert-level logistical planning, cross-campus collaboration, and portal implementation. By balancing professional office management with a student-centric strategy, the Executive Assistant ensures the U ESS team meets its mission of fostering student success and institutional excellence.

ESSENTIAL DUTIES:

• Executive Support:
  Manage the VP for UESS's complex calendar, prioritizing high-impact meetings and ensuring efficient time utilization through proactive scheduling.
• Office Presence:
  Maintain a consistent physical presence in the UESS leadership team suite, serving as the professional "face" of the department for students and internal & external visitors.
• Multi-channel Correspondence:
  Responsible for the management of the general UESS email account and the UESS / VP phone extension(s). Triage phone calls, voicemails, and digital inquiries, responding directly or redirecting with a high degree of professional judgment.
• Confidentiality:
  Handle sensitive student records (FERPA), personnel matters, and institutional data with absolute discretion and strict adherence to university policy.
• Crisis & Concern Management:
  Troubleshoot and triage student and parent concerns with care and strategy, resolving issues independently where possible and escalating to the VP or appropriate personnel only when necessary.
• Family Point Person:
  Serve as a liaison for parent and family communications, collaborating closely with Advancement, Mar Com, and other campus partners to ensure a unified and supportive institutional voice.
• Liaison Excellence:
  Act as the bridge between the UESS leadership team and internal/external stakeholders, ensuring timely follow-up, clear communication, and professional representation of the VP's office.
• Centralized Check-In (August/January):
  Fully coordinate and execute the university's centralized check-in processes. This includes managing all logistical preparations, overseeing the implementation and data integrity of the check-in portal, and leading collaboration with campus-wide partners to ensure a seamless student arrival.
• Event Management:
  Provide end-to-end logistical support for UESS-led ceremonies (honor society inductions, etc.), programs, and special initiatives. This includes securing venues, coordinating multi-departmental schedules, and providing on-site management to ensure events run smoothly.
• Committee Representation:
  Serve on various institutional and campus-wide committees at the direction of the VP, representing the interests of the UESS office and contributing to broader university goals.
• Project Ownership:
  Fully plan and execute specifically requested programmatic efforts, departmental initiatives, or pilot projects as assigned. This includes developing project timelines, managing resources, and delivering final outcomes.
• Leadership Engagement:
  Attend and actively engage in UESS leadership meetings and relevant committee sessions, as necessary, to stay informed of unit goals, institutional shifts, and upcoming logistical needs.
• End-to-End Scheduling:
  Manage the lifecycle of all UESS leadership team, staff, and committee meetings, ensuring all key stakeholders are invited and calendar conflicts are resolved before they impact the team.
• Space & Tech Coordination:
  Secure appropriate meeting venues via the university's reservation system. Coordinate all AV and technology requirements (e.g., Google Meet links, Owl cameras, or presentation screens) to ensure seamless hybrid or in-person connectivity.
• Catering & Hospitality:
  Assess the needs for specific meetings, retreats, or receptions; manage the ordering, delivery, and setup of…