Executive Assistant to the Provost and the Vice President for Integrated Communication

Overview        

Mary Baldwin University invites applications for a full-time Executive Assistant who will support the Office of the Provost and the Office of Integrated Communication. This position provides strategic administrative support to both the Provost and the Vice President for Integrated Communication, two senior university leaders responsible for academic affairs, critical communication, and institutional growth. The Executive Assistant serves as a trusted partner in managing communication, optimizing calendars, coordinating high-level projects, and serving as a liaison to internal and external stakeholders.

The ideal candidate will be proactive, organized, and capable of exercising discretion and judgment while managing sensitive information. This role is essential to increasing the operational efficiency and leadership capacity of both executives.

About MBU

Mary Baldwin University is a private university enrolling nearly 1,800 students at the undergraduate and graduate levels on campuses in Staunton and Fishersville, Virginia, and online. Since 1842, this intimate learning environment has allowed students to cultivate strong connections with faculty, staff, and peers. With a rich history of access and innovation, MBU prepares the diverse leaders of the future in fields ranging from health sciences, creativity and design, business and technology, and education and society. The university is organized into three academic colleges: the Gold College of Arts and Sciences, the Murphy Deming College of Health Sciences, and the Palmer College of Professional Studies.

One of the Most Diverse Campuses in the Nation

With 60 percent of undergraduate residential students being Pell-eligible, 50 percent students of color, and 40 percent first generation, Mary Baldwin is among the most diverse campuses in the country. MBU fosters a vibrant and inclusive campus community, where students feel a strong sense of belonging, acceptance, support, and empowerment. 

Essential Duties and Responsibilities

Strategic Calendar and Email Management

• Manages and monitors the email inboxes of both the Provost and the Vice President for Integrated Communication, identifying actionable items, drafting responses, and ensuring timely follow-up.
• Exercises sound judgment to prioritize requests, escalate urgent items, and delegate or respond independently where appropriate.
• Maintains complex calendars, scheduling meetings in alignment with strategic goals, minimizing conflicts, and protecting time for leadership responsibilities, focus work, and travel.

Project and Initiative Support

• Coordinates logistics and communication for cross-divisional projects and initiatives.
• Tracks tasks and deadlines, maintains shared planning documents, and ensures project follow-through by serving as a liaison among the Provost, the VP, and key internal and external stakeholders.

Meeting Preparation and Follow-Up

• Prepares briefing materials, talking points, agendas, and background research in advance of key meetings.
• Attends select meetings to capture notes, identify action items, and support accountability across teams.
• Follows up on meeting outcomes by coordinating responses, scheduling next steps, and maintaining organized records.

Communication Gatekeeping and Stakeholder Engagement

• Fields incoming requests and inquiries, responding independently when appropriate and directing matters to the appropriate campus office or contact.
• Serves as a professional and approachable liaison between the Provost/VP and campus partners, external collaborators, trustees, consultants, students, and families.
• Drafts internal and external communication on behalf of both executives with attention to tone, accuracy, and institutional voice.

Operational and Administrative Support

• Oversees routine administrative processes such as travel planning, expense tracking, and document management.
• Anticipates the needs of the Provost and VP to streamline daily operations and reduce administrative burden.
• Provides occasional support for event coordination, including logistics for meetings, forums, and special projects led by either division.

Benefits and Other Information

The Executive Assistant position is a full-time, exempt, position on the Mary Baldwin University campus in Staunton, VA.  Occasional weekend and/or evening hours may be required during Commencement Weekend, Homecoming Weekend or other special events.

The university offers excellent comprehensive benefits which include paid vacation and sick leave, in addition to 15+ paid holidays a year and affordable health insurance.  We care about the overall wellbeing of our employees and offer a tuition benefit which provides tuition discounts for faculty/staff, children, and spouses on MBU courses.

Qualifications

• Associate’s degree required; Bachelor’s degree or relevant experience in higher education or executive support preferred.
• Minimum of 3 years of administrative or executive support experience, preferably in a higher education or nonprofit environment.
• Exceptional organizational, interpersonal, and communication skills.
• Proven ability to manage multiple priorities in a fast-paced, confidential setting.
• Proficiency with Microsoft Office, Google Workspace, and calendar/email management platforms.
• High level of discretion, professionalism, and judgment.

Application Process

Interested candidates should send a cover letter, resume, and contact information for three references to Krystin Huerth at kjhuerth@marybaldwin.edu. 

Mary Baldwin University values and celebrates diversity, is committed to equal opportunity, and does not discriminate on the basis of race, national or ethnic origin, gender identity, sexual orientation, age, disability, religion, or veteran’s status.