Senior Executive Assistant to the Associate Vice President and Dean - Division for Land-Grant Engagement

The Division for Land-Grant Engagement at West Virginia University is seeking applications for a Senior Executive Assistant.

About the Opportunity

The Senior Executive Assistant to the Associate Vice President and Dean serves as a principal executive aide and operational partner to the AVP and Dean of the Division for Land-Grant Engagement (DLGE). The position manages complex executive office operations, facilitates the execution of divisional priorities, and addresses sensitive and multifaceted issues involving academic, extension, engagement, and administrative units. The incumbent exercises substantial independent judgment and discretion in evaluating issues, developing proposed solutions, managing delegated matters, and determining appropriate referral or escalation.

The position oversees the effective flow of information and commitments to and from the AVP and Dean’s Office; researches and analyzes matters of strategic or operational importance; prepares executive communications and decision-support materials; and manages designated projects and initiatives from definition through implementation. The incumbent represents the AVP and Dean in assigned interactions, communicates established executive priorities, and works with senior leaders and university partners to resolve cross-functional issues.

The Senior Executive Assistant also manages complex executive scheduling and preparation, governance and committee processes, confidential academic and personnel workflows including promotion and tenure, and high-profile meetings and events. The position is expected to assume the full responsibilities described below following appropriate onboarding and training, subject to delegated authority and university policy.

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

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s.
• Wellness programs

What You'll Do

Executive Office Operations, Leadership Support and Strategic Coordination

• Manage and oversee the administrative and operational functions of the AVP and Dean’s Office, establishing priorities, effective workflows, service standards, and systems for continuity and follow-through.
• Serve as a principal aide to the AVP and Dean in assessing complex and sensitive operational matters; research issues, evaluate alternatives, develop proposed solutions, and independently resolve matters within delegated authority.
• Participate in senior leadership planning, problem-solving, change management, and crisis-preparedness activities as designated by the AVP and Dean; communicate established leadership decisions and priorities to relevant parties.
• Manage the AVP and Dean’s complex calendar and competing commitments; assess meeting requests and ensure executive readiness through briefings and background materials.
• Oversee requests directed to the AVP and Dean, distinguish matters requiring executive attention from those suitable for referral or direct resolution, delegate or coordinate follow-up as authorized, and monitor matters through satisfactory resolution.
• Develop, implement, evaluate, and improve executive office policies, administrative procedures, records practices, and cross-unit workflows
• Coordinate executive travel, authorizations, itineraries, and related administrative arrangements in partnership with financial personnel.
• Provide functional direction and coordination to administrative colleagues supporting the Dean’s Suite

Executive Communications, Analysis and Constituent Relations

• Serve as a principal liaison and designated representative of the AVP and Dean with university executives, academic and extension leaders, faculty, staff, students, alumni, donors, advisory bodies, governmental representatives, and community partners.
• Communicate the AVP and Dean’s established positions, priorities, and decisions accurately and diplomatically, using independent judgment regarding confidentiality, urgency, and appropriate escalation. Independently draft, review, and prepare executive correspondence, memoranda, presentations, reports, proposals, announcements, talking points, agendas, and other materials for internal and external audiences.
• Research complex academic, extension, engagement, and administrative questions; analyze information from multiple units; prepare concise summaries, findings, and recommendations to inform executive decisions.
• Monitor sensitive correspondence and inquiries, develop proposed responses, and coordinate timely resolution; maintain productive relationships with executive support professionals and key stakeholders across the university.
• Maintain executive contact information, leadership rosters, and communications records; coordinate institutional acknowledgments and other high-level correspondence.

Governance, Leadership Meetings and Committee Administration

• Manage executive-level coordination for councils, assemblies, visiting and advisory committees, leadership teams, and other governance bodies within the AVP and Dean’s portfolio.
• Maintain annual governance calendars and oversee appointments, reappointments, membership records, meeting cycles, required communications, and institutional documentation.
• Work with leadership to define meeting objectives, develop agendas and briefing materials, document decisions and assigned actions, and ensure timely follow-through.
• Provide procedural guidance regarding established committee and governance processes; identify inconsistencies or emerging issues and recommend corrective actions to appropriate leadership.
• Preserve confidential governance records and institutional knowledge

Confidential Academic, Personnel and Promotion and Tenure Processes

• Manage the AVP – Dean level administrative execution of promotion and tenure and other assigned confidential academic and personnel review processes. Collaborate with school / unit-based promotion and tenure support personnel in said execution
• Serve as a primary procedural contact for faculty, unit leaders, and administrative personnel; explain established timelines, documentation requirements, and approved procedures, and coordinate training or guidance as appropriate.
• Maintain comprehensive review calendars; oversee secure collection, routing, tracking, and retention of materials; coordinate external reviewer processes and communications.
• Identify missing requirements, procedural concerns, and deadline risks; resolve administrative issues within delegated authority and elevate matters requiring formal policy interpretation or academic judgment.
• Coordinate with faculty affairs, human resources, academic leadership, and other university offices; maintain strict confidentiality of evaluations, recommendations, and personnel records.
• Coordinate administrative aspects of assigned leadership or unit-head review processes, including collecting materials and preparing factual summaries, when authorized.

Executive Projects, Institutional Initiatives and Events

• Lead designated executive projects and initiatives of strategic or operational importance, including defining scope, goals, milestones, timelines, stakeholders, deliverables, and implementation plans in consultation with the AVP and Dean.
• Coordinate work across units and staff, monitor progress and risks, resolve implementation obstacles within delegated authority, and report findings and recommendations to leadership.
• Conduct historical and institutional research for sensitive or complex assignments; synthesize results into actionable briefings and proposed solutions.
• Oversee planning and execution of high-profile conferences, retreats, receptions, recognition programs, leadership events, and other initiatives sponsored by the AVP and Dean.
• Manage assigned recognition initiatives, including the Impact Awards, and coordinate event logistics, communications, resources, and post-event follow-up.
• Assess completed initiatives and recommend process or operational improvements based on outcomes.

Financial and Administrative Coordination

• Coordinate purchasing, invoices, memberships, registrations, travel documentation, reimbursements, and other executive office transactions in collaboration with authorized financial personnel.
• Monitor assigned office commitments, expenditures, supporting documentation, and transaction status; identify discrepancies and elevate issues requiring budgetary or financial approval.
• Coordinate procurement of office, meeting, event, and operational supplies in compliance with university requirements.

• Bachelor’s degree in business administration, public administration, communications, higher education, or a related field.
• Four or more years of the following experience:
• Progressively responsible executive administrative and operational experience in a complex organization, including senior leadership support, complex projects, confidential processes, and cross-functional coordination.
• Exercising independent judgment and developing operational solutions required.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills and Abilities

• Advanced executive office and operational management in a complex organization; ability to balance institutional priorities and competing demands.
• Independent judgment, discretion, analytical problem-solving, and ability to recommend solutions to sensitive or ambiguous issues.
• Executive-level writing, research, briefing, communication, negotiation, and stakeholder relationship management.
• Project leadership, change coordination, process improvement, delegation and accountability for assigned outcomes.
• Working knowledge of institutional governance, academic and personnel processes, confidentiality, and records management.
• Ability to navigate cross-unit relationships, represent executive priorities appropriately, and work with minimal direction.
• Advanced proficiency with Microsoft 365 and ability to learn university enterprise systems

Preferred Qualifications

• Experience supporting an executive, dean, vice president, president, provost, or comparable senior leader.
• Experience in higher education, government, a large nonprofit organization, or another complex institution.
• Experience coordinating governance, academic affairs, faculty affairs, or personnel processes.
• Experience preparing executive communications and briefing materials.
• Experience working with confidential personnel and executive information.