Executive and Special Assistant to the President

Working Title: Executive and Special Assistant to the President

State Role Title: General Administration Supervisor II/Coordinator II

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Exempt: Not Eligible for Overtime

College/Division: Office of the President Unit

Department: 100184 - President's Office

Pay Rate: Commensurate with Experience

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? No

Beginning Review Date: August 5, 2025

About JMU:

James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.

Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

Are you a proactive, detail-oriented professional with a passion for excellence and executive-level support? We’re looking for a dynamic Executive and Special Assistant to the President to join our team and play a pivotal role in driving organizational success from the top.

About the Role
The Executive and Special Assistant to the President provides high-level administrative and strategic support, ensuring the President’s time, communications, and priorities are managed with precision and discretion. This role requires exceptional judgment, the ability to communicate on behalf of the President with clarity and authenticity, and the foresight to anticipate needs and coordinate complex schedules and engagements. Serving as a trusted advisor and liaison, the Executive and Special Assistant to the President plays a critical role in advancing the President’s initiatives and maintaining operational excellence across the organization.

Duties and Responsibilities:

• Communicate verbally and in writing on behalf of the President with accuracy and authenticity—crafting emails, memos, talking points, and presentations that reflect the President’s voice, tone, and strategic intent.
• Proactively manage the President’s calendar, using sound judgment to decline, reschedule, or reorganize appointments based on shifting priorities—often anticipating needs before they are expressed.
• Filter and prioritize communications to and from the President, ensuring that critical issues are addressed promptly and appropriately.
• Gather relevant data, reports, and insights ahead of strategic planning sessions—ensuring the President has the right information at the right time.
• Coordinate and execute high-level meetings so the President can walk in fully prepared—presentations are ready to view, materials are distributed in advance, and all logistics are handled seamlessly. Ensure agendas are clear, action items are assigned in real time, and follow-ups are tracked to completion.
• Offer insights, asking thoughtful questions, and help the President think through challenges—serving not just as a support role, but as a trusted advisor who understands the broader organizational context.
• Serve as a strategic liaison between the President and internal teams, board members, donors, and external partners—ensuring clear, timely, and professional communication and the ability to connect ideas, people, and resources to fulfil the president’s strategic intent.
• Build and maintain strong relationships with stakeholders at all levels, demonstrating diplomacy, discretion, and a high degree of emotional intelligence.
• Coordinate cross-functional collaboration, ensuring alignment and follow-through on executive directives and organizational priorities.
• Represent the President’s office with professionalism and tact in all interactions, both written and verbal.
• Take initiative to solve problems independently, move projects forward, and bring solutions to the decision-making process.

Qualifications:

• Proven experience supporting executives or senior leaders in a fast-paced environment.
• Superior organizational skills with the ability to manage complex calendars, competing priorities, and multiple projects simultaneously.
• Experience planning and executing high-level meetings, including agenda setting, materials preparation, and follow-up tracking.
• Ability to work independently, make decisions under pressure, and adapt to changing circumstances.
• Understanding of executive functions and office functions to best serve the university and the Office of the President. Experience in a higher education environment is preferred.
• Superior verbal and written communication skills, with the ability to write clearly, concisely.
• Experience drafting high-level correspondence, speeches, presentations, and strategic documents.
• Strong attention to detail with a commitment to accuracy and thoroughness in all aspects of work.
• Exceptional interpersonal skills with the ability to communicate effectively across all levels of an organization and with external stakeholders.
• Ability to build and maintain strong relationships with internal and external stakeholders.
• High degree of emotional intelligence, diplomacy, and professionalism.
• Strong judgment and discretion in handling sensitive and confidential information.
• Ability to serve as a trusted advisor to senior leadership.
• Demonstrated ability to think strategically, anticipate needs and act with initiative.
• Comfortable navigating complex organizational dynamics and facilitating cross-functional collaboration.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, MS Teams).

Conditions of Employment:  

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.