Executive Assistant (Hybrid) - School of Medicine

Washington University in St. Louis • St. Louis, MO

1d • Hybrid

About The Position

This position provides administrative support to the Spencer T. and Ann W. Olin Distinguished Professor. A hybrid schedule is possible. The role involves planning, preparing, and arranging schedules, travel, calendar events, meetings (including Zoom and Team), and internal and external communications. Key responsibilities include maintaining confidential administrative and correspondence files, responding to inquiries with discretion, providing information on processes and projects, preparing meeting agendas, and managing meeting logistics such as scheduling, location arrangements, minute-taking, and sending invites. The Executive Assistant will also prepare presentations and reports using Microsoft Word, Excel, and PowerPoint, distribute and file various documents, manage communications, place phone calls, conduct online research, collect data, prepare correspondence, and assist with special projects as assigned.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Microsoft Office
• Typing
• Word Proccessing

Nice To Haves

• Associate degree
• Bachelor's degree
• Providing Support To Executive Level Personnel (5 Years)
• Accounting
• Answering Telephones
• Bookkeeping
• Confidentiality
• Customer Approach
• Customer Service
• Deadline Management
• English Grammar
• High Reliability
• Interpersonal Communication
• Multitasking
• Organizing
• Professional Etiquette
• Spelling
• Stress Management

Responsibilities

• Plans, prepares and arranges schedules, travel, calendar events/meeting and agendas, Zoom and Team meetings, as well as internal and external communications.
• Ensures all confidential administrative and correspondence files are maintained and available as needed.
• Responds to inquiries within scope of responsibility using discretion and independent judgment to solve problems and resolve issues.
• Provide information and answer both internal and external inquiries about assigned processes and projects.
• Prepares meeting agendas for internal and external communications.
• Carry out logistics for meetings and committees, including scheduling, arranging location, taking minutes, sending zoom invites if virtual and other meeting details.
• Communicate with attendees regarding logistics and other meeting details.
• Prepares presentations and reports using software including Microsoft Word, Excel and PowerPoint, with an emphasis on preparing PowerPoint.
• Distributes and files reports, memos, invoices, etc. as appropriate.
• Manages communications, places phone calls, simple on-line research, collection of data, correspondence preparation, and assists with projects and preparation.
• Special projects 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.
• Free Metro transit U-Pass for eligible employees.
• 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!
• 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Adult care resources.
• 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: Senior
• Education Level: High school or GED