Administrative Coordinator - Office of the Secretary

Join our dynamic team! We are seeking a highly organized and detail-oriented Administrative Coordinator to provide essential support to the Office of the Secretary. This remote position offers an immediate start and a competitive salary commensurate with experience.

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page. Please add your cover letter and any other required documents to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents, including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday, click on the Jobs Hub, and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.

Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

This position provides comprehensive administrative and project support for the Office of the Secretary, which supports the operational activities of governing boards, primarily the Wake Forest University Board of Trustees, Wake Forest University Health Sciences, and affiliated entities. The Administrative Coordinator coordinates daily activities and serves as the primary administrative contact for the Office and its staff. This position reports directly to the Secretary of the Board of Trustees.

Essential Functions

• Coordinates, schedules, and assists with preparation for and execution of numerous in-person and virtual board and committee meetings, briefings, orientations, and special committee meetings and board-related events (excluding meetings).
• Coordinates all logistical aspects of meeting production with internal and external partners, including events staff, administrators, staff members, IT staff, and other personnel.
• Provides on-site welcome, coordinates registration, and provides logistical and other assistance for attendees and staff for board and committee meetings and events.
• Prepares detailed briefing materials for meetings; provides pertinent facts, data, and background information for meetings, reports, inquiries, agendas, and presentations.
• Assists with preparation, assembly, and distribution of electronic and printed materials to board members and administrators (including communications during non-business hours if needed).
• Updates databases of personal and contact information regarding Trustees, Directors, Administrators, and other board-related personnel and coordinates annual informational requests.
• Updates Trustees' and Directors' online and printed directories, biographies, photos, website, and other informational materials for posting/publication.
• Assists with management of database/case management software (Time Matters), online electronic board portal (Diligent Boards), and event management software (CVENT).
• Reviews board-related reimbursement requests and expenses, coordinates processing and submission of invoices in Workday with University Events staff, and tracks meeting and annual board-related expenses.
• Provides assistance as needed for various non-board University-wide events involving board members, such as Convocation, Commencement, and sports events.

General Administrative Functions

• Provides primary administrative support for the Office of the Secretary of the Board of Trustees.
• Oversees and coordinates daily activities; ensures productive and efficient office operation.
• Prioritizes and schedules appointments, meetings, and other events; coordinates multiple calendars to accommodate needs and coordinates complex schedules.
• Serves as the primary point of contact for phone, email, and mail communications, scheduling requests, and calendar coordination.
• Tracks individual and office workflow, processes, and deadlines to ensure timely completion of work.
• Drafts memoranda, letters, emails, and other communications.
• Coordinates board member supplies, regalia, gifts, and recognition items.
• Processes daily mail and bulk mailings as requested.
• Makes travel arrangements as requested.
• Arranges for storage, pick up, and retrieval of files and maintains an up-to-date list of files in storage.
• Other general administrative tasks as necessary.

Qualifications

We are looking for a proactive and detail-oriented individual with excellent organizational and communication skills. Experience in administrative support, particularly within a board or organizational setting, is highly desirable. Proficiency in Microsoft Office Suite is required. Strong interpersonal skills and the ability to work independently and as part of a team are essential.

About WFU

Wake Forest University, founded in 1834, is a distinctive university combining a liberal arts core with graduate and professional schools and innovative research programs. We embrace the teacher-scholar ideal and are committed to public service and engagement with the world. We are a community that values compassion, integrity, and a commitment to excellence. Located in Winston-Salem, North Carolina, Wake Forest offers a vibrant community with access to cultural amenities, outdoor recreation, and a high quality of life.

Ready for an Easy Start? This is a low-stress role with great rewards. If you're reliable and willing to learn, we want you. Apply To This Job