Special Projects & Executive Administrator (Hybrid) - School of Continuing and Professional Studies

Washington University in St. Louis • Hadley, MO

1d • Hybrid

About The Position

Working under minimal supervision, the Executive Assistant provides high-level administrative support for the executive using considerable judgment, tact, creativity and initiative. This position works closely with the executive to ensure that project deadlines are met and department/school’s responses are well-coordinated and well-executed. The position requires significant substantive knowledge of the department/school’s academic, research, and outreach programs. The Executive Assistant will maintain a clear understanding of the department/school’s priorities and develop knowledge of the leadership relationships with a large network of internal and external stakeholders. The Executive Assistant also oversees the department/school’s master calendar and supports strategic school initiatives.

Requirements

• Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• Administrative And/Or Office Management (3 Years)

Nice To Haves

• Adaptability
• Confidentiality
• Customer Service
• Detail-Oriented
• Editing Text
• Flexible Mindset
• Interpersonal Relationships
• Leadership
• Management Practices
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Word
• Oral Communications
• Personal Initiative
• Proactive Planning
• Project Coordination
• Self-Organization (Business)
• Sound Judgment
• Stress Management
• Working Independently
• Writing

Responsibilities

• Provides high-level administrative support for the Executive/Dean.
• Ensures most efficient use of Executive/ Dean’s time by anticipating and preparing daily schedule.
• Schedules, prioritizes and maintains appointment calendar.
• Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• Acts as liaison between the Executive and the department/Dean and school, university, and community constituents.
• Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Executive/Dean informed of the identity and nature of calls and visits during his/her absence.
• Uses discretion in responding on behalf of Executive/Dean if information is known, and prioritizes call backs.
• Sorts the Executive/Dean's incoming mail, prioritizing and responding where appropriate.
• Composes and/or edits a variety of materials for the Executive/Dean including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments.
• Anticipates and prepares materials needed by the Executive/Dean for meetings and ensures that materials are filed as appropriate.
• Responds to requests for Executive/Dean’s Office statistics and reporting.
• Keeps accurate records of required Department/School statistics and reports.
• Assists the Executive/Dean with scheduling and coordinating travel, including transportation, lodging, conference registration and visa/passport as required.
• Completes Executive/Dean’s travel reimbursement documents and travel expense reports in the University’s Financial Information System (FIS) in a timely manner when travel is complete.
• Reconciles the Executive/Dean’s Pro Card expenditures.
• Establishes and maintains confidential files in the Executive/Dean's office, ensuring efficient retrieval for all personnel authorized to access data.
• Manages logistics, contracts, and expenses for the Executive/Dean’s Office special events including the annual holiday party, all-school meetings, and special occasion receptions/dinners.
• Manages small catering needs for meetings, faculty lunches, etc.
• Ensures Executive/Dean’s Office facilities are well maintained, supplied, and in good physical condition.
• Works with Facilities staff to troubleshoot issues and purchases supplies as needed.
• Manages the Executive/School's Lecture Series and Master Calendar.
• Works with Lecture Series Committee chairs and the executive/dean to develop a lecture series schedule and budget, if applicable.
• Tracks all expenses and reconcile budget at the end of the fiscal year.
• Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post-lecture dinners.
• Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures.
• Supports Office of the Executive/Dean strategic and academic initiatives.
• Conducts research, drafts written material, and produces presentation slides and charts for the Executive/Dean.
• Prepares thank you letters for donors and assists with Alumni & Development activities, including special events, National Council meetings, and mailings.
• Supports academic administration efforts including development of materials for tenure and promotion cases and materials for university accreditation.
• Supports department/school-sponsored symposia and conferences.
• Researches and identifies potential student engagement opportunities.
• Works with the Communications Office to develop and coordinate a publicity strategy internally and to the St. Louis community.
• Works with Alumni & Development to steward lecture donors.
• Creates and manages any public lectures.
• Manages the master calendar for department/school working with Communications, the Directors’ Offices, and others to maintain an accurate and up-to-date resource for the entire department/school.
• 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.
• 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: Mid Level