Executive Assistant – Office of the Chancellor

Washington University in St. Louis • Brookings, SD

3d • $30 - $48 • Onsite

About The Position

Provides essential administrative, scheduling, and operational support to the Chancellor’s Office, working in close partnership with and under the direction of the Senior Executive Assistant to the Chancellor. Focuses on calendar management, financial and administrative processing, office coordination, and ensuring the smooth day-to-day functioning of the Chancellor’s Office. Serves as a key backup to the Senior Executive Assistant to ensure continuity of operations. Requires professionalism, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced, high-volume environment.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Administrative And/Or Office Management (7 Years)

Nice To Haves

• Bachelor's degree
• Providing Support To Executive Level Personnel (7 Years)
• Adaptability
• Administrative Support
• Calendar Management
• Confidentiality
• Detail-Oriented
• Diplomatic Approach
• Editing Text
• Flexible Mindset
• Interpersonal Relationships
• Leadership
• Management Practices
• Microsoft Office
• Office Management
• Oral Communications
• Personal Initiative
• Proactive Planning
• Project Coordination
• Project Development
• Project Tracking
• Self-Organization (Business)
• Sound Judgment
• Stress Management
• Understanding Problems
• Working Independently

Responsibilities

• Manage and maintain the Chancellor’s calendar for routine and recurring activities, including scheduling, rescheduling, and canceling meetings as directed.
• Review meeting requests, assess priority and urgency, and help resolve scheduling conflicts.
• Schedule standing meetings and coordinate logistics for internal and external meetings.
• Prepares, edits, proofreads, and formats routine documents, correspondence, and presentation materials as requested.
• Receives, screens, and routes calls, visitors, and routine inquiries, escalating as appropriate.
• Provide full backup calendar and scheduling support during the Senior Executive Assistant’s absence.
• Provides administrative and scheduling support for affiliated activities related to the Chancellor’s role, including coordination of events, meetings, travel logistics, and transportation arrangements as directed.
• Process and reconcile purchasing card transactions, travel expenses, and administrative purchases in the university’s financial systems.
• Process invoices, reimbursements, internal transfers, and payments for office-related expenses and services as directed.
• Maintain organized records related to expenses, payments, and administrative transactions.
• Monitor incoming mail and route correspondence or coordinate follow-up as appropriate.
• Handles routine sensitive or confidential information with discretion and in accordance with institutional policies.
• Provide administrative support for the Chancellor’s Office, including meeting preparation, document organization, and coordination of daily needs.
• Coordinate office logistics such as meal orders, basic hospitality needs, and meeting support.
• Assist with preparation and organization of digital files and materials for meetings and travel.
• Interacts professionally with internal and external stakeholders, escalating issues or requests to the Senior Executive Assistant as appropriate.
• Work closely with the Senior Executive Assistant to ensure priorities are aligned and workflows are efficient.
• Follows up on routine requests and assignments as directed to help ensure timely completion and information flow.
• Provide proactive support on projects, scheduling needs, and administrative tasks as assigned.
• Serve as a reliable operational partner to ensure the Chancellor’s Office runs smoothly and efficiently.
• Applies good judgment to manage competing priorities and ensure timely, accurate administrative support.
• Provide full administrative and scheduling backup for the Senior Executive Assistant during vacations, illness, or other absences.
• Ensure continuity of service and responsiveness during periods of high volume or time-sensitive demands.
• Provides backup coverage for the Chancellor’s Office reception desk, ensuring consistent front-office support as needed.
• Perform other duties as assigned.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED