Executive Assistant to the Provost/Dean of Faculty

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.  

 

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

Reporting to the Provost and Dean of the Faculty, the Executive Assistant provides high-level administrative and operational support to the Provost and the Office of the Provost. Serving as a trusted partner, the Executive Assistant manages complex and confidential matters, oversees front office operations, and interfaces with a wide range of internal and external constituents with discretion, professionalism, and sound judgment. This role requires the ability to work independently with minimal guidance, lead administrative functions and staff, and adapt quickly in a fast-paced environment with competing priorities, while delivering exemplary service in support of the College’s academic mission.

PRINCIPAL ACCOUNTABILITIES

Executive & Strategic Administrative Support (30%)

• Manage and lead complex and confidential projects on behalf of the Provost and the Associate Deans of the Faculty, exercising independent judgment and discretion.
• Conduct problem-solving, fact-finding, background research and data collection and analysis to support academic and institutional decision-making.
• Prepare and coordinate communications and correspondence with a wide range of constituents, including faculty, staff, parents, Trustees, alumni and external partners. 
• Track initiatives and projects, ensuring timely progress, follow-through and alignment with Provost priorities. 
• Support the College’s shared governance organization. 
• Support the faculty hiring process by managing recommendation letters, closing positions, and informing candidates of outcomes. 

Office Operations & Workflow Management (30%)

• Oversee day-to-day operations of the Office of the Provost, including workflow management, office procedures and administrative systems, such as maintaining the Provost office websites, updating email listservs and Canvas participant lists.
• Develop, document and revise office policies, procedures and processes to improve efficiency and consistency. 
• Ensure recurring academic and administrative activities are prepared and executed on schedule (e.g., SSRA faculty promotion reviews and faculty periodic reviews, awards processes, program evaluations and academic departmental external reviews). 
• Manage office records and ensure appropriate organization, retention and confidentiality, such as committee and department chair appointments.

Calendar, Travel & Event Coordination (30%)

• Manage the Provost’s complex calendar, prioritizing requests and scheduling meetings strategically and responsively. 
• Coordinate all travel and meeting logistics for the Provost, ensuring seamless preparation and execution. 
• Plan and support Provost-level events, programs and meetings, including faculty recruitment activities, guest lecturers, convocation, commencement, new faculty orientation and governance-related functions. 
• Oversee administrative support for faculty governance committees. 

Leadership, Supervision & Evolving Responsibilities (10%)

•  Provide leadership and supervision for student workers, including recruitment, hiring, training, mentoring, and ongoing support, fostering a collaborative and service oriented team environment.
• Actively contribute to