Executive Assistant

Washburn University•Topeka, KS

12d•$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

Providing 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.
Displaying the highest level of professionalism and confidentiality with the ability to demonstrate tact, calm, diplomacy, and problem-solving skills with a customer service mindset.
Contributing to a working environment that is team-oriented, anticipatory, supportive, and collaborative.
Establishing and maintaining cooperative relationships with those contacted in the course of work and responding to sensitive matters and/or situations with discretion, tact, and confidentiality.
Assisting with the daily operations of the Office of the President and managing the President’s Residence (Ross House) in collaboration with the Senior Executive Assistant.
Distributing the President’s Honor Roll.
Serving as the backup to the Senior Executive Assistant (SEA) to the President and assisting with scheduling meetings and maintaining the President’s day-to-day schedule.
Processing 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.
Maintaining high-profile decorum in the office in speech, demeanor, manners, and professional attire.
Providing 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, planning meetings, ordering catering, managing guest lists, serving as liaison with vendors, and processing expenditures.
Attending all Washburn fall and spring commencement ceremonies and assisting with ordering supplies, finalizing details, coordinating with departments and vendors, compiling information for the commencement program, and processing expenditures.
Managing the Title IX, Equal Opportunity Director’s calendar, coordinating meetings/trainings, conference meetings, and on-site visits.
Ordering supplies for the Director in accordance with Washburn policies and procedures.
Processing 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.
Arranging travel (flights, hotels, car services, registration, etc.) and submitting travel documentation for the Title IX, Equal Opportunity Director.
Assisting in monitoring the Title IX, Equal Opportunity Director’s budget.
Maintaining filing systems including confidential files for the Equal Opportunity Office.
Preparing professional and accurate correspondence as needed.
Fielding complaints brought to the Office of the President and the Title IX, Equal Opportunity Director, answering questions and/or referring callers to appropriate individuals.
Performing additional job-related duties and responsibilities as assigned or as appropriate.