Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Executive Assistant supports operations within the Office of the Executive Vice Chancellor for University Advancement. The Executive Assistant is responsible for the efficient and effective operation within the Executive Vice Chancellor’s office, including providing support for the Associate Vice Chancellor and Chief of Staff for University Advancement. They will coordinate projects and priorities with the Executive Assistant to the Executive Vice Chancellor for University Advancement.
PRIMARY DUTIES AND RESPONSIBILITIES:
Coordinate and oversee administrative support and maintain the calendar for the Associate Vice Chancellor and Chief of Staff for University Advancement. Assist with the calendar for the EVC as backup for the Executive Assistant to the EVC. Schedule consultant and candidate meetings and interviews as needed. Compile meeting materials for meetings with the EVC and other senior leaders.
Manage the gift acknowledgments, condolence letters, emails, and other letters from the Chancellor. Assist with the acknowledgment emails and other letters from the EVC.
Work with the AVC to prepare agenda and compile materials for the bi-weekly senior leadership team meetings and bi-annual retreats. Maintain the meeting schedule.
Maintain organizational charts for University Advancement. Maintain the shared electronic files for the Office of the Executive Vice Chancellor.
Serve as a liaison between the Chancellor’s Office and UA for Chancellor event attendance requests.
Undertake special projects and perform other duties as assigned
High school diploma or equivalent high school certification with five or more years of experience in an office or administrative support position, OR a bachelor's degree with two or more years of experience in an office or administrative support position.
Ability to effectively handle multiple priorities with strict deadlines, requiring attention to detail and a high degree of organization and thought with minimal supervision.
Present a professional, friendly manner at all times. Ability to work effectively and efficiently with administrators, staff, and volunteers. Ability to supervise.
Ability to manage confidential information discreetly and responsibly.
Excellent oral and written communication skills, including strong command of grammar.
Highly proficient in Microsoft Office, with emphasis on Word, Outlook and PowerPoint.
Highly proficient in scheduling and organizing meetings, securing locations, and preparing materials.
Ability to work with numbers.
Familiarity with large databases.
Available to work beyond regular business hours as needed.
Five to eight years of experience in a large and complex organization, preferably as an executive assistant.
This position is full-time and works approximately 37.5 hours per week.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Department Name/Job Location:
This position is in the Department of University Advancement. This position is for the Danforth Campus.
The hiring range for this position is $44,987 - $55,000 annually.
To learn more about careers in University Advancement, please visit http://alumni.wustl.edu/ContactUs/Career_Opportunities/.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.