Ohio Wesleyan University, a selective, private, undergraduate liberal arts, residential institution founded in 1842 and located just 20 miles north of Columbus, is seeking candidates for the position of Executive Administrative Assistant to the Provost. This is a salaried, full-time position with benefits.
The Executive Administrative Assistant to the Provost at Ohio Wesleyan University serves as the operational backbone of Academic Affairs, the hub that keeps our academic mission moving forward. This isn't just administrative support; it's strategic partnership. You'll be the trusted partner to the Provost, managing everything from Board of Trustees materials to faculty evaluation processes, from major university events to confidential personnel matters.
This position offers the rare opportunity to see the inner workings of higher education leadership while making a tangible impact on faculty, students, and the broader university community.
Who You Are:
You're a dynamic, detail-oriented professional who thrives in fast-paced academic environments where no two days are alike, moving effortlessly from budget reconciliation to event planning to confidential personnel matters. As an organizational wizard, you anticipate needs before they arise, communicate with polish whether crafting correspondence for trustees or greeting a nervous first-year student, and treat confidentiality as your default setting. You're tech-savvy, deadline-driven, diplomatic, and above all, passionate about higher education and the transformative power of a liberal arts experience.
What You'll Do:
Be the Face of Academic Affairs (30%)
You'll serve as the welcoming, professional first point of contact for our office, exercising sound judgment to handle routine matters independently and expertly triaging complex issues to the right people. You'll manage the Provost's calendar like a chess master, anticipating needs and ensuring every meeting, event, and deadline aligns seamlessly.
Support Faculty Excellence (20%)
Partner with the Associate Provost to manage the administrative machinery of faculty evaluation and committee processes. You'll keep faculty on track with deadlines, ensure policy compliance, and handle sensitive personnel matters with absolute discretion.
Orchestrate Memorable Events (20%)
Lead planning teams for Convocation and Commencement, two of the university's most significant annual celebrations. Coordinate hospitality for award ceremonies, student recognitions, and Provost-hosted events that bring our community together.
Manage Financial Operations (15%)
Partner with the Associate Provost to manage budgets, process purchases through the e-procurement system, reconcile P-card transactions, track expenses against projections, and handle travel reimbursements, ensuring every dollar is accounted for and well spent.
Mentor Student Workers (10%)
Hire, train, and supervise student employees, giving them valuable workplace experience while building a team that supports office operations.
Connect with University Leadership (5%)
Prepare compelling presentations and materials for Board of Trustees meetings. Schedule regular calls and meetings between the Provost and board members, serving as a liaison to the university's highest governing body.
Factors Contributing to Success
Minimum Qualifications
- Associate's degree or equivalent combination of education and relevant experience
- Minimum 5 years of progressively responsible administrative support experience
- Proficiency in Google Workspace and/or Microsoft Office Suite
- Experience with virtual meeting platforms (Zoom, Teams, etc.)
- Proven budget management and financial transaction processing skills
- Exceptional discretion with confidential faculty personnel and strategic planning matters
- Superior written and verbal communication abilities
- Demonstrated success in event planning and project coordination
- Ability to work independently with excellent judgment
- Experience interacting diplomatically with diverse constituencies including trustees, donors, alumni, faculty, students, and community partners
Preferred Qualifications
- Bachelor's degree in business administration, higher education, communications, or related field
- E-procurement system experience
- Student employee supervision experience
- Experience preparing materials for boards of trustees or similar governing bodies
- Familiarity with higher education information systems (student information systems, learning management systems, etc.)
- Track record of process improvement and systems optimization