Executive Assistant - University Marketing & Communications

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

3d • $25 - $39 • Hybrid

About The Position

The Executive Assistant, University Marketing & Communications (MarComm) provides comprehensive administrative and operational support to the Vice Chancellor and senior leadership team. Serving as the central hub for organization and communication, this role helps drive operational efficiency and ensures a smooth execution of critical departmental initiatives.

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)
• Answering Telephones, Bookkeeping, Confidentiality, Customer Approach, Customer Service, Deadline Management, Detail-Oriented, English Grammar, High Reliability, Interpersonal Communication, Multitasking, Organizing, Problem Solving, Professional Etiquette, Spelling Grade G10-H

Responsibilities

• Serve as a central point of contact between senior leadership and the broader office, helping to streamline communications, priorities and decision-making.
• Manage information flow, ensuring the right stakeholders/staff receive timely updates, background materials, and follow-ups.
• Support onboarding and orientation for new staff, ensuring smooth integration into the office culture and workflows.
• Prepare exec team for meetings by assembling briefings, background research, other materials as needed.
• Assist with tracking items and deadlines coming from leadership/exec team meetings and ensure accountability across teams.
• Assist with coordinating cross-team projects, ensuring alignment with VC, AVCs and SDO&A priorities
• Manage confidential information with discretion and sound judgement (if necessary).
• Assist with expense reporting and budget tracking for exec team activities (travel, events, office operations).
• Support event planning and execution for exec team meetings, large staff meetings, etc.
• Interface with external partners and vendors, ensuring professional representation of the office.
• Anticipate needs of senior leaders by proactively identifying scheduling conflicts, potential communication gaps and resource needs.
• Support office-wide culture and morale, coordinating recognition efforts (birthdays, weddings, births, etc.) and other staff engagement activities.
• Assist with communications projects as needed: presentations, correspondence with campus partners and other external stakeholders.
• Performs 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.
• 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.
• 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: Executive
• Education Level: High school or GED