Executive Assistant to the Provost/Dean of Faculty

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman’s vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.  

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college’s working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

Reporting to the Provost and Dean of the Faculty, the Executive Assistant provides high-level administrative and operational support to the Provost and the Office of the Provost. Serving as a trusted partner, the Executive Assistant manages complex and confidential matters, oversees front office operations, and interfaces with a wide range of internal and external constituents with discretion, professionalism, and sound judgment. This role requires the ability to work independently with minimal guidance, lead administrative functions and staff, and adapt quickly in a fast-paced environment with competing priorities, while delivering exemplary service in support of the College’s academic mission.

PRINCIPAL ACCOUNTABILITIES

Executive & Strategic Administrative Support (30%)

• Manage and lead complex and confidential projects on behalf of the Provost and the Associate Deans of the Faculty, exercising independent judgment and discretion.
• Conduct problem-solving, fact-finding, background research and data collection and analysis to support academic and institutional decision-making.
• Prepare and coordinate communications and correspondence with a wide range of constituents, including faculty, staff, parents, Trustees, alumni and external partners. 
• Track initiatives and projects, ensuring timely progress, follow-through and alignment with Provost priorities. 
• Support the College’s shared governance organization. 
• Support the faculty hiring process by managing recommendation letters, closing positions, and informing candidates of outcomes. 

Office Operations & Workflow Management (30%)

• Oversee day-to-day operations of the Office of the Provost, including workflow management, office procedures and administrative systems, such as maintaining the Provost office websites, updating email listservs and Canvas participant lists.
• Develop, document and revise office policies, procedures and processes to improve efficiency and consistency. 
• Ensure recurring academic and administrative activities are prepared and executed on schedule (e.g., SSRA faculty promotion reviews and faculty periodic reviews, awards processes, program evaluations and academic departmental external reviews). 
• Manage office records and ensure appropriate organization, retention and confidentiality, such as committee and department chair appointments.

Calendar, Travel & Event Coordination (30%)

• Manage the Provost’s complex calendar, prioritizing requests and scheduling meetings strategically and responsively. 
• Coordinate all travel and meeting logistics for the Provost, ensuring seamless preparation and execution. 
• Plan and support Provost-level events, programs and meetings, including faculty recruitment activities, guest lecturers, convocation, commencement, new faculty orientation and governance-related functions. 
• Oversee administrative support for faculty governance committees. 

Leadership, Supervision & Evolving Responsibilities (10%)

•  Provide leadership and supervision for student workers, including recruitment, hiring, training, mentoring, and ongoing support, fostering a collaborative and service oriented team environment.
• Actively contribute to Whitman’s efforts to foster a diverse and inclusive campus community through intercultural humility.
• Contribute to additional projects and initiatives as needed, adapting to evolving priorities and organizational needs.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Demonstrated ability to collaborate, influence, and establish trust with campus partners and senior leaders.  
• Excellent oral and written communication skills, including the ability to compose and proofread correspondence with a high degree of accuracy and to interact professionally, diplomatically and effectively with students, families, faculty, staff, Trustees and external constituents. 
• Strong organizational and problem-solving skills, with the ability to prioritize and manage multiple tasks, anticipate needs and adapt quickly in a fast-paced environment with competing demands. 
• Demonstrated ability to exercise judgment, handle sensitive and confidential matters with discretion, navigate high-stakes interactions with tact and diplomacy, and make sound decisions on behalf of senior leadership.
• High degree of accuracy and attention to detail. 
• Strong technical skills, including proficiency with Microsoft Office (Word, Excel, PowerPoint) and familiarity with Google Workspace applications (Google Drive, Calendar, Gmail); ability to learn new systems quickly.
• Ability to work effectively in an open office environment with frequent interruptions.
• Ability to work independently with minimal supervision and collaboratively as part of a team.
• Initiative and creativity in approaching new projects and improving administrative processes.
• Demonstrated commitment to and ability to integrate the College’s core values of diversity, equity, inclusion, antiracism, and access into daily work and interactions.

MINIMUM QUALIFICATIONS

• Bachelor’s degree AND 3+ years of progressively responsible experience providing high-level administrative or executive support, including experience managing complex schedules, confidential matters, and multiple competing priorities. 
• OR a combination of relevant education, training and experience.

Whitman College values diverse pathways to acquiring skills and knowledge and encourages applicants to demonstrate how their background aligns with the role.

PREFERRED QUALIFICATIONS

• Experience providing administrative or executive support in a higher education or similarly complex organizational setting.

Please note that while the description details both required and preferred qualifications, we want applicants to be aware that they do not need to have all of the preferred qualifications to be considered for this position. If you meet the minimum qualifications and have passion for the work, you are encouraged to apply. 

BENEFITS

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Benefit offerings and eligibility described reflect current offerings and may be subject to change in accordance with College policies and plan documents. Full-time employees enjoy the following benefits:

Medical/Dental/Vision Insurances.

Basic life, accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.

403(b) Defined Contribution Retirement Plan with a 10% matching contribution after eligibility requirements are met.

Paid Time Off: 20 accrued vacation days, 12 accrued sick days, 13 paid holidays.

Tuition Remission – Dependent Children

Employee tuition waiver for two Whitman courses per semester.

Employee Assistance Program

Relocation assistance for eligible employees. 

Learn more about benefits eligibility here. 

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin immediately and continue until the position is filled. 

START DATE

ASAP