Executive Assistant

Washburn University•Topeka, KS

11d•$25•Onsite

About The Position

The Executive Assistant (EA) for the President’s Office reports to and is supervised by the Senior Executive Assistant to the President. The EA will carry out responsibilities as outlined below. The normal work hours for the EA will be Monday through Friday from 8:00 a.m. to 5:00 p.m. The EA will need to have a flexible work schedule to staff special events, including but not limited to events at the President’s residence and commencement. These events may occur early in the morning, in the evening, or on the weekends. About Washburn University: Washburn University is a teaching-focused, student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact programs for first-generation students. Washburn has a student body of just over 7,000 students, a significant and growing number of whom are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve their educational goals. Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance. Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership, achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according to Great Colleges to Work For® program.

Requirements

Bachelor's degree or a combination of post-secondary education and relevant administrative support experience equivalent to a degree, plus three years of relevant experience.
Demonstrated ability to successfully manage complex tasks while maintaining strong organization, effective time management, excellent customer service, and close attention to detail.
Ability to work independently and with a team construct.
Demonstrated effective interpersonal and verbal and written communication skills.
Demonstrated proficiency in typical office technology and software programs (i.e. Excel, Word, PowerPoint, Outlook, Adobe, Zoom, Teams, etc.).
Ability to maintain confidentiality and work independently.
Demonstrated ability to prepare high-quality written materials, ensuring accuracy, consistency, and adherence to organizational standards.

Nice To Haves

A bachelor's degree.
Two or more years of relevant and progressively responsible administrative and project management work experience in a college or university, or a similarly complex public or private organization.
Experience supporting an executive-level office or legal office.
Experience organizing and managing events.

Responsibilities

Provide administrative support to the Office of the President, as directed by the Senior Executive Assistant to the President, and to the Title IX, Equal Opportunity Director.
Maintain the highest level of professionalism and confidentiality with the ability to demonstrate tact, calm, diplomacy, and problem-solving skills with a customer service mindset.
Contribute to a working environment that is team-oriented, anticipatory, supportive, and collaborative.
Establish and maintain cooperative relationships with those contacted in the course of work and respond to sensitive matters and/or situations with discretion, tact, and confidentiality.
Assist with the daily operations of the Office of the President and manage the President’s Residence (Ross House) in collaboration with the Senior Executive Assistant.
Distribute the President’s Honor Roll.
Serve as the backup to the Senior Executive Assistant (SEA) to the President and assist with scheduling meetings as directed by the President or Chief of Staff.
Maintain the President’s day-to-day schedule.
Handle business expense-related tasks for the Office of the President, including processing permissible transactions using the Washburn issued credit card, ordering supplies, submitting internal requests, and similar tasks, following established Washburn policies and procedures.
Maintain high-profile decorum in the office in speech, demeanor, manners, and professional attire.
Provide event administrative support for special events from conception to clean-up for the President’s Office and the President’s residence, including determining budgets, attending events to direct final preparations and resolve problems, assisting with planning meetings, planning and ordering catering, managing invitation guest lists, serving as liaison with vendors, processing expenditures, and collaborating with other staff for co-sponsored events.
Attend all Washburn fall and spring commencement ceremonies, including the Washburn Tech and Washburn Law ceremonies, and assist with ordering and purchasing supplies, arranging services, finalizing details, working with various departments and vendors, compiling information for the commencement program, and processing expenditures.
Manage the Title IX, Equal Opportunity Director’s calendar, coordinating with internal and external partners.
Order supplies for the Director in accordance with Washburn policies and procedures.
Handle all business expense-related tasks for the Title IX, Equal Opportunity Director, including processing permissible payment vouchers and transactions using the Washburn issued credit card.
Arrange travel (flights, hotels, car services, registration, etc.) as requested and submit travel documentation for processing.
Assist in monitoring the Title IX, Equal Opportunity Director’s budget.
Maintain filing systems including confidential files for the Equal Opportunity Office.
Prepare professional and accurate correspondence as needed.
Field complaints brought to the Office of the President and the Title IX, Equal Opportunity Director, answer questions, and/or refer callers to appropriate individuals.
Perform additional job-related duties and responsibilities as assigned or as appropriate.