Executive Assistant II

If you’re passionate about building a better future for individuals, communities, and our country—and you’re committed to working hard to play your part in building that future—consider WGU as the next step in your career.

Driven by a mission to expand access to higher education through online, competency-based degree programs, WGU is also committed to being a great place to work for a diverse workforce of student-focused professionals. The university has pioneered a new way to learn in the 21st century, one that has received praise from academic, industry, government, and media leaders. Whatever your role, working for WGU gives you a part to play in helping students graduate, creating a better tomorrow for themselves and their families.

The salary range for this position takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs.

At WGU, it is not typical for an individual to be hired at or near the top of the range for their position, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is:
 

Grade: Professional 308

Pay Range: $73,000.00 - $109,400.00

Job Description

Job Profile Summary:

The Executive Assistant, E4, reports to  WGU’s Senior Vice President of Marketing, supporting administrative functions for multiple Vice Presidents and providing support across the Marketing department. This position requires exceptional organizational skills, attention to detail, and the ability to manage a wide range of tasks with discretion and professionalism. The Executive Assistant serves as a primary point of contact for internal and external stakeholders and must exercise a high level of confidentiality and diplomacy as a representative of the department and the university.

 Essential Functions and Responsibilities

• Serves as a liaison between senior leadership and internal/external audiences and represents the university. Coordinates and facilitates communication between senior leadership and various stakeholders, including university leadership, faculty, staff, students, and external stakeholders.
• Manages senior leadership calendar, including scheduling appointments, meetings, and travel arrangements. Anticipates and prepares materials required for meetings, ensuring senior leader is well-prepared for engagements. Assists with coordinating cross-department meetings for other leaders as required.
• Arranges travel for the senior Marketing team, including flights, accommodations, and itineraries. Prepares travel expense reports and ensures compliance with university policies.
• Plans, organizes, and coordinates meetings, conferences, and special events. Plays an active role in building team culture through planning and facilitation of team activities. Prepares agendas, takes meeting minutes, and follows up on action items as needed. Establishes and maintains reporting and tracking of deliverables and action items.
• Organizes and maintains electronic and physical file systems, ensuring efficient document retrieval. Manages confidential and sensitive information with discretion.
• Handles incoming and outgoing communications, emails, and phone calls on behalf of senior leadership. Drafts and edits correspondence, reports, presentations, speeches, and other specialized communications with a high degree of accuracy and professionalism.
• Oversees daily office operations, including managing supplies, coordinating office equipment maintenance, and handling administrative requests.
• Assists in monitoring and managing budgets related to the senior leader’s office. Processes and tracks financial transactions and expenses. Creates and submits expense reports for corporate credit card and senior leadership expenses.
• Assists with special projects and initiatives as assigned by senior leadership. Conducts research and compiles data to support decision-making processes.
• Performs other related duties as assigned.

Knowledge, Skills, and Abilities

• Proven ability to thrive in a fast-paced, high performance environment.
• High-execution orientation with great attention to detail.
• Ability to communicate verbally and in writing with clarity, maturity, and professionalism.
• Experience planning activities and events for 100+ people.
• Exceptional relationship building skills, with a knack for forging authentic connections between people.
• A sense of fun and creativity.
• Facility with managing calendars, scheduling and planning meetings, and all facets of ar