Executive Administrative Assistant to the Executive Director of International Programs

Job title: Executive Administrative Assistant to the Executive Director of International Programs

About the Role Executive Administrative Assistant to the Executive Director of International Programs at Wayland Baptist University (Remote) plays a vital role in providing high-level administrative support and coordinating international program operations across campus and partner sites. This remote role requires strong organizational skills, travel coordination, and professional communication to support the Executive Director and senior administrators.

What You'll Do

• Manage and maintain an online calendar of deadlines and coordinate multiple schedules for the Executive Director.
• Communicate with main campus counterparts and international partners on behalf of the Executive Director.
• Prepare EFQ documents for instructor approvals (HR documentation, transcripts, EFQ submissions) and follow up on approvals with relevant offices.
• Assist with international and domestic travel arrangements, including booking travel, hotels, and airlines; may require international travel.
• Provide administrative support including written correspondence and general office tasks.
• Assist with the marketing of international program operations.
• Answer phone calls and emails professionally and direct inquiries to appropriate staff.
• Process expense requisitions for the Executive Director of International Programs.
• Issue contracts for faculty teaching in the International Programs.
• Supervise residency site coordinators and the International Communications Coordinator (hiring, contracting, or firing as needed when the Director cannot attend).
• Coordinate all international student events in Plainview and external campuses.
• Research cities/countries and visa requirements as needed to inform travel and recruitment.
• Stay current on US Department of State travel advisories and immunization requirements; may travel to residencies in San Antonio, Phoenix, or Irving as needed.
• Be willing to receive immunizations and medications necessary for international travel.
• Serve as a Designated School Official (DSO) backup to complete required forms for international students.
• Perform other duties as assigned by the Executive Director of International Programs.

What We're Looking For

• High School Diploma or GED.
• Customer service experience in a professional office setting.
• Excellent customer service and professional demeanor.
• Strong administrative and organizational skills; ability to manage multiple tasks.
• Commitment to the university's mission and values.
• Proficiency with desktop software (Microsoft Office Suite), PowerCampus, Perceptive Content, SUNAPSIS, Zoom, WhatsApp, and Blackboard.
• Effective verbal and written communication skills, including active listening.
• Detail-oriented with excellent organizational capabilities.
• Familiarity with personnel policies and procedures.
• Ability to prioritize and adapt with extended hours.
• Team player with strong collaboration abilities.
• Possession of a current passport.
• Willingness to travel and teach at external campuses; valid driver's license and satisfactory driving record.