Executive Assistant to the President

Job Overview

Position Summary:

The Executive Assistant to the President supports the mission of Wartburg Theological Seminary by assisting the President in their duties, supporting the work of the Board of Directors, assisting with Human Resources functions, and assisting in the coordination of seminary events.

Major Responsibilities/Activities:

In the Office of the President

• Works with the President to manage his/her calendar. Prioritize requests for meetings; block time for office work and preparation; and schedule appointments, meetings, and travel.
• Processes all incoming mail and responds as directed.
• Maintains all electronic and hard copy files for the President; maintains permanent records for the seminary.
• Serves as the primary receptionist for the President’s office, greeting guests and showing exemplary hospitality.
• Answer calls to the President’s Office phone and assists with answering the main seminary phone line and directs calls appropriately.
• Schedules and prepares agendas and assists in distributing minutes for Cabinet meetings.
• Drafts correspondence for the President as requested.
• Plans the staff/faculty recognition dinner
• Chairs the social committee and facilitates staff and faculty celebrations including the Christmas party, staff appreciation lunch, etc.
• Serves as host and coordinator for President’s Office events and visitors.

Support of Seminary Board

• Works with the Board Chair and the President to establish meeting dates and communicate them broadly to board members and other stakeholders.
• Attends to all logistical matters for the Board meetings: travel, lodging, meals, rooms, communications, and technology/media needs.
• Maintains the Board of Directors section of the website.
• Assists members of the Board in obtaining information and/or materials.
• Correspond with board, faculty, and staff members to solicit reports and distribute them to the board in a timely manner.
• Arrange and attend Executive Committee and other board committee meetings at the discretion of the board chair and president.
• Supports the Board Secretaries in taking and distributing minutes.
• Support WTS presidential transitions and searches.

Human Resources Responsibilities

• Design and execute procedures for employee onboarding.
• Prepare contract letters and employment offers for faculty and staff.
• Assist in search processes when requested, including posting ads, communicating with candidates, and setting up interviews.
• Review the employee handbook annually and work with the Vice President of Human Resources for updating.
• Responsible for the filing of all electronic and hard copy personnel and faculty files.

Supervisory Responsibilities:

• Position is not responsible for supervision of other employees.

Education, Experience and Skills:

• Associates degree and/or experience as an Executive Assistant.
• Understands and supports the mission of Wartburg Theological Seminary.
• Ability to maintain strict confidentiality and appropriate boundaries.
• Proficiency in Microsoft Office and SharePoint programs.
• Able to quickly learn the necessary technology and applications used in the President’s Office.
• Upbeat, friendly personality that can extend welcome and hospitality to constituents and guests.
• Exceedingly organized and detail-oriented with the ability to anticipate the needs of the President and Boards.
• Ability to work well with others; be a team player.
• Excellent oral and written communication skills.
• Self-starter with ability to think and work with little direct supervision.
• Ability to multi-task and prioritize work.

Physical and Mental Demands:

While performing the duties of this job, the employee is regularly required to talk, hear, see and move around. Arms, hands and fingers will be needed to handle and reach. Employee will occasionally need to lift boxes or materials up to 10 pounds. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.

Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.

To apply please submit cover letter, resume, and three references to hr@wartburgseminary.edu.

Wartburg Theological Seminary recruits, employs, trains, compensates, and promotes regardless of race, religion, color, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, and other protected status as required by applicable law.