Executive Assistant

Western Governors University • Full-time • Hybrid in Chicago, Illinois, United States of America • $66,300 - $99,500 / year • 1m ago

Fast Facts

WGU is seeking a dedicated Executive Assistant to support senior leadership in administrative functions, requiring exceptional organizational skills and the ability to handle confidential information with professionalism.

Responsibilities: Key responsibilities include managing executive calendars, coordinating travel arrangements, preparing meeting materials, handling communications, and overseeing daily office operations.

Skills: Required skills include strong organizational abilities, proficiency in Microsoft Office Suite, excellent written and verbal communication, and the ability to manage confidential information.

Qualifications: Minimum of an Associate's Degree and 4 years of related experience, with equivalent relevant experience also considered for qualification.

Location: The position is based in the Chicago Office, USA.

Compensation: $66300 - $99500 / Annually

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 307Pay Range: $66,300.00 - $99,500.00

Job Description

Summary

The Executive Assistant, reports to executive leaders at the Vice President level and is critical in supporting senior leadership administrative functions over large departments or functional areas. 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 the primary point of contact for internal and external stakeholders and must exercise a high level of confidentiality and diplomacy as a representative of the university.

Job Duties

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.
Arranges domestic and international travel for the administrator, including flights, accommodations, and itineraries. Prepares travel expense reports and ensures compliance with university policies.
Plans, organizes, and coordinates meetings, conferences, and special events. 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 job-related duties as assigned.

Knowledge, Skills, & Abilities

Experience in working with analytics to analyze data and identify trends.
Ability to work with confidential information and to apply maturity and discretion in daily operational role.
Efficient and organized with great attention to detail and follow-through.
Strong written and verbal communication skills – ability to articulate concepts and ideas effectively with minimal supervision.
Proficient in the use of Microsoft Office Suite.
Excellent time management skills, and ability to work flexible hours when needed.
Ability to prioritize assignments, and work on multiple deadline-driven priorities

Minimum Qualifications

Associate's Degree
4 years of related experience
Equivalent relevant experience performing the essential functions of this job may substitute for education degree requirements. Generally, equivalent relevant experience is defined as 1 year of experience for 1 year of education and is the discretion of the hiring manager.

Job Description Disclaimer: This position description provides the major duties/responsibilities, requirements and working conditions for the position. It is intended to be an accurate reflection of the current position, however management reserves the right to revise or change as necessary to meet organizational needs. Other responsibilities may be assigned when circumstances require.

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Position & Application Details

Full-Time Regular Positions (classified as regular and working 40 standard weekly hours): This is a full-time, regular position (classified for 40 standard weekly hours) that is eligible for bonuses; medical, dental, vision, telehealth and mental healthcare; health savings account and flexible spending account; basic and voluntary life insurance; disability coverage; accident, critical illness and hospital indemnity supplemental coverages; legal and identity theft coverage; retirement savings plan; wellbeing program; discounted WGU tuition; and flexible paid time off for rest and relaxation with no need for accrual, flexible paid sick time with no need for accrual, 11 paid holidays, and other paid leaves, including up to 12 weeks of parental leave.

How to Apply: If interested, an application will need to be submitted online. Internal WGU employees will need to apply through the internal job board in Workday.

Additional Information

Disclaimer: The job posting highlights the most critical responsibilities and requirements of the job. It’s not all-inclusive.

Accommodations: Applicants with disabilities who require assistance or accommodation during the application or interview process should contact our Talent Acquisition team at recruiting@wgu.edu.

Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to any protected characteristic as required by law.