Administrative Specialist

Whitworth University is seeking an Administrative Specialist to play a key role in supporting the daily operations, events, and executive functions of the Office of the President and the Board of Trustees. This position works closely with the Executive Assistant to the President and Board of Trustees to ensure the President’s Office operates with professionalism, hospitality, and precision.

The Administrative Specialist coordinates complex logistics, supports high-profile events and meetings, manages presidential travel arrangements, and oversees front-office operations. The role also supports events and operations at Hawthorne House, the university’s presidential residence. In the absence of the Executive Assistant, this position provides high‑level administrative support to the President and Board of Trustees, requiring sound judgment, discretion, and a commitment to confidentiality.

Applications will be reviewed as they are received starting January 5, 2026. For full consideration, please apply by January 15, 2026. Position will remain open until filled.

• Provide advanced administrative and operational support to the Executive Assistant to the President and Board of Trustees.
• Assist with the preparation and organization of materials for senior leadership meetings, including agendas, reports, and governance documents.
• Coordinate logistics for Board of Trustees meetings, including room scheduling, catering, guest management, and meeting setup.
• Manage all aspects of presidential travel, including researching and booking transportation and lodging, coordinating conference registrations, processing reimbursements, and tracking donated travel vouchers.
• Maintain organized records related to presidential correspondence, governance materials, and historical university documents.
• Update and maintain office procedures, operational documentation, and administrative forms.
• Provide executive-level administrative support to the President and Board of Trustees when the Executive Assistant is unavailable.

• Coordinate events hosted by the Office of the President, such as receptions, meetings, and special gatherings.
• Oversee scheduling, logistics, and operational readiness for events held at Hawthorne House, including coordination with housekeeping, maintenance, security, and campus partners.
• Support major university events, including Commencement Weekend, as needed.
• Collaborate with colleagues across campus to ensure a welcoming, professional, and seamless event experience.

• Manage daily operations of the Office of the President, including budget tracking support, invoicing, supply management, and office resources.
• Serve as the first point of contact for visitors and guests, creating a warm and professional environment.
• Respond to inquiries with professionalism and discretion, including handling sensitive or confidential information.
• Submit and track facility and maintenance requests and coordinate with campus service teams.

• Supervise and support student employees.
• Perform notarial services for students, faculty, and staff, as needed.
• Complete other duties as assigned in support of the President’s Office.

• Associate’s degree, or an equivalent combination of education and relevant professional experience. Whitworth values diverse educational and career pathways.
• At least three years of related administrative experience in a confidential, service-oriented environment.
• Demonstrated ability to manage multiple priorities with accuracy, flexibility, and professionalism.
• Strong written and verbal communication skills.
• Proficiency with common office software, including Microsoft Word, Excel, Outlook, PowerPoint, SharePoint, and Adobe Acrobat; ability to learn new tools quickly.
• Personal commitment to the Christian faith and willingness to integrate faith and work.
• Commitment to the mission of Whitworth University as a Christian liberal arts institution.

• Exceptional organizational and time-management skills.
• Professional judgment and discretion when…