Executive Assistant to the President

To be considered for this position, interested applicants must apply online to Shepherd University's career portal - https://jobs-shepherd.peopleadmin.com/postings/17973

Established in 1871, Shepherd University is a premier public university, grounded in the liberal arts and sciences, offering a wide spectrum of academic programs to students in West Virginia, across the country, and around the globe. Thanks to our convenient location and affordable pricing, Shepherd is considered a second home to many residents of West Virginia, Maryland, Virginia, Washington, D.C., and Pennsylvania.

Shepherd University seeks an Executive Assistant to the President to join our team. The Executive Assistant to the President provides high-level administrative, operational, and strategic support to the Office of the President. This role serves as a critical liaison between the President, internal and external stakeholders, and the university community. The Executive Assistant ensures the smooth day‑to‑day operation of the Office, manages complex priorities, and upholds the highest level of professionalism, confidentiality, and discretion.

Minimum Qualifications:

• Degree (bachelors preferred) in business administration, communications, public administration, higher education, or a comparable field.
• 7+ years of progressively responsible administrative or executive support experience, preferably in higher education and/or a public-sector environment.
• Experience preparing formal reports, policy documents, and executive briefings.
• Demonstrated ability to handle confidential information with tact, integrity, and sensitivity.
• Exceptional communication skills: written, verbal, and interpersonal. Must include a strong capacity to project the Office’s commitment to a welcoming engagement with all persons, even under challenging circumstances.
• Strong organizational skills with the ability to manage complex tasks, shifting priorities, and tight deadlines.
• Advanced, effective proficiency with all core components of the MS 365 applications and adaptability to developing proficiencies in multiple additional platforms used in the administration of the University.

Preferred Qualifications:

• Experience supporting C‑suite executives, university presidents, or senior academic leaders.
• Knowledge of public governance, higher education operations, and board administration.
• Experience preparing formal reports, policy documents, and executive briefings.
• Notary Public for the State of West Virginia, or fully able to become a Notary

Description of Job Duties:

Executive Support

• Manage the President’s calendar, including scheduling complex and high‑priority meetings, events, travel, and engagements.
• Prepare briefing materials, agendas, correspondence, presentations, and reports for presidential meetings and initiatives.
• Coordinate confidential communications on behalf of the President, often involving sensitive personnel, legal, or strategic matters.
• Screen, prioritize, and respond to inquiries directed to the Office of the President.

Office Administration

• Oversee daily operations of the Office of the President, ensuring efficiency and a welcoming environment.
• Manage office budgets (including state funds and various private support funds), purchasing, reimbursements, and financial documentation. Includes administration of a State Purchasing Card.
• Maintain organized filing systems, records, and documentation in compliance with university policies and public records regulations; integration of digital records as guided by the President.

Communication & Coordination

• Serve as a liaison, as guided by President’s direction, for the President with university divisions, faculty, staff, students, government officials, and community partners.
• Draft and edit communications, public statements, and internal memos on behalf of the President.
• Assist or lead planning and coordination of major campus events involving the President, such as commencements and other various ceremonies, and leadership forums, community-donor-alumni events, etc.

Strategic & Project Support

• Assist with project management for presidential initiatives and strategic priorities.
• Conduct research, compile data, and prepare executive summaries to support decision‑making.
• Represent the President’s Office on committees or working groups as designated by President.
• Liaison for the President in all aspects of the administrative management of Popodicon.
• Attend executive leadership meetings, with lead responsibility for assisting preparation of Agendas and President’s records.

Board and Governance Support

• Provide administrative support to the University’s Board of Governors, including meeting coordination, logistics, assisting President and General Counsel in preparation of Agenda packets, and recordkeeping.
• Assist General Counsel in the logistical support in management of Board meetings, including Committee meetings, taking of notes of meetings, development of draft board minutes, resolutions, and official documents as assigned.

Appointment to this position will be contingent upon a satisfactory background check.

We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits, including:

o 13 paid holidays

o 24 days annual leave (vacation) per year

o 18 sick days per year and the flexibility to use that time to care for immediate family members

o Wide range of health insurance and other benefits

o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks

o Tuition waivers for employees and their dependents

Shepherd University is an equal opportunity institution. The University neither affiliates knowingly with, nor grants recognition to, any individual, group or organization having policies that discriminate. Individuals from traditionally underrepresented groups are encouraged to apply.

Pay: From $60,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person