Executive Assistant

University of Missouri-Columbia; Columbia Township (MO); On-site; USD 27,000 - 40,000; Full time

Job summary

University of Missouri-Columbia's Student Health Center seeks an Executive Assistant to support the SHC Executive Leadership team. You will manage calendars, coordinate meetings and travel, handle communications, and maintain confidential records with discretion.

You will collaborate with campus partners, coordinate events, and ensure a professional, welcoming experience for students, families, faculty, and staff while upholding university policies and HIPAA/FERPA standards.

Qualifications

• Bachelor's degree or equivalent and 3+ years of executive support experience.
• Experience coordinating complex calendars, meetings, travel, and executive workflows.
• Strong written and verbal communication with high discretion and confidentiality.

Responsibilities

• Provide executive calendar and meeting logistics support for SHC leadership.
• Coordinate domestic and international travel arrangements and itineraries.
• Manage department emails and professional communications with discretion.
• Maintain organized records and documentation for audits and reporting.
• Support outreach, events, and internal/external communications.
• Assist with HR/credentialing and compliance-related tasks as needed.

Skills

Executive support

Calendar management

Communication

Discretion

Education

Bachelor's degree

Tools

Microsoft Office

PowerDMS

ClickUp

Job description

Essential Functions

Serve as the primary point of contact for the Student Health Center Executive Leadership team, creating a welcoming, professional, and responsive experience for students, families, faculty, staff, campus partners, and visitors to the center.

Hiring Department

MU Student Health Center

Calendar & Meeting Management

• Serve as a trusted partner in calendar planning by exercising sound judgment when scheduling appointments, balancing competing priorities, and making independent decisions regarding scheduling adjustments and requests.
• Coordinate all logistical aspects of meetings and events, including reserving facilities, securing technology and audiovisual equipment, arranging catering, preparing agendas and meeting materials, and ensuring seamless execution from planning through follow-up.
• Support meetings by tracking action items, monitoring deadlines, and facilitating timely follow-up to promote accountability and successful completion of tasks.
• Build and maintain collaborative relationships with internal and external stakeholders to coordinate schedules, facilitate communication, and ensure an exceptional experience for meeting participants and guests.
• Prepare comprehensive meeting materials, agendas, briefing documents, and supporting resources; record attendance and meeting minutes; and ensure accurate documentation and timely follow-up on action items.

Travel & Logistics

• Coordinate comprehensive domestic and international travel arrangements for the Executive leadership team, including airfare, lodging, ground transportation, conference registrations, and other travel-related logistics while ensuring compliance with university policies and budget guidelines.
• Develop detailed travel itineraries that include schedules, meeting information, confirmations, directions, maps, and other essential travel resources to ensure a seamless travel experience.
• Anticipate travel needs by proactively coordinating logistics, confirming reservations, monitoring travel schedules, and preparing travelers with all necessary materials before departure.
• Provide responsive support before, during, and after travel by managing itinerary changes, resolving travel-related issues, and serving as a point of contact to minimize disruptions and ensure continuity.
• Reconcile travel documentation, maintain accurate travel records, and assist with expense reporting and reimbursement processes in accordance with university procedures.

Communications & Documentation

• Manage one or more departmental email resource accounts, prioritizing inquiries, responding independently when appropriate, and ensuring timely, professional communication.
• Act as a primary point of contact for assigned leaders by screening phone calls, monitoring communications, routing requests, and exercising sound judgment when addressing sensitive or confidential matters.
• Research, gather, compile, enter and/or verify information from a variety of sources to support executive decision‑making, strategic planning, divisional initiatives, and reporting requirements (i.e. Annual KPIs, Annual Report, AAAHC support) as requested.
• Develop and maintain organized electronic and physical records management systems that ensure efficient retrieval of information while safeguarding confidential and sensitive documents in accordance with university & Student Health Center policies.
• Function as in‑house PowerDMS superuser.

Office Administration

• Manage office resources, supplies, equipment, and operational needs by anticipating requirements, coordinating purchases, maintaining inventory, and identifying opportunities to improve efficiency and service delivery.
• Coordinate administrative processes including purchasing, expense reconciliation, procurement card management, mail distribution, vendor coordination, office access needs, name badges, stationery, and other operational functions.
• Serve as a liaison with campus partners, vendors (including MUHC housekeeping), and service providers to coordinate office maintenance, technology needs, equipment support, and other operational requests.
• Maintain organized systems and processes that support the smooth functioning of the executive suite, including records, resources, workflows, and shared office procedures.
• Provide operational support and backup for key administrative functions (i.e. HRP, Purchasing, Perceptive Entry), ensuring continuity of service during high‑demand periods or staffing transitions.
• Support occasional business‑related errands and logistical needs, including local transportation of materials or resources, as necessary to support leadership and center priorities.

Personnel

• Assist Business Operations Manager with HR & Credentialing functions (campus & MUHC) such as new staff onboarding, new hire paperwork, and credentialing inbox maintenance.
• Process provider absence requests. Maintain provider absence calendar and notify appropriate parties of clinic closure as appropriate.

Compliance/Release of Information

• Act as lead for College of Health Sciences (CHS)/SOM/Vet Med Compliance Verification Program. Ensure program processes are followed, troubleshoot problems, support internal and external stakeholders, and provide regular status updates to Associate Director of Clinic Operations escalating issues as needed.
• Act as primary contact for FERPA record requests & processing while ensuring compliance in accordance with university policy.
• Function as liaison between MUHC Medical Records and SHC.
• Provide content expertise on FERPA and HIPAA privacy standards and processes.

Outreach & Event Planning

• Function as primary contact for outreach. Coordinate events and activities by ensuring leads are assigned, tracking milestones, monitoring deadlines, following up on action item status, and ensuring events and activities progress efficiently and are completed on schedule providing regular updates to the SHC Executive Leadership team.
• Input outreach events using Engage.

Marketing

• Coordinate the SHC Lobby LED Content Calendar by partnering with the Executive Leadership team to assign content writers based on the calendar topic(s), monitoring deadlines, following up on action item status, editing and preparing content for final review by leadership team, and ensuring submission through ClickUp by or before the deadline.
• Function as in-house Click Up superuser.

Additional Responsibilities

• Develop a strong understanding of office processes, priorities, and workflows to effectively anticipate needs, provide support, and maintain consistent service across the Student Health Center and the Executive Leadership team.
• Participate as an engaged member of the Student Health Center team by fostering collaboration, continuous improvement, and a commitment to exceptional service for students, colleagues, and university partners.
• Demonstrate flexibility and adaptability by contributing to additional projects, initiatives, and responsibilities that support the mission, goals, and operational needs of the Student Health Center as needed.

Shift

Monday – Friday; 8:00 AM – 5:00 PM.

Minimum Qualifications

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary.

Preferred Qualifications

• Demonstrated experience providing executive‑level administrative support, coordinating complex priorities in a fast‑paced professional environment.
• Demonstrated experience managing competing priorities, coordinating complex schedules, preparing professional communications, and supporting leaders or teams with a high degree of discretion and attention to detail.
• Ability to anticipate needs before they are communicated, proactively identify challenges, and take initiative to ensure leaders are prepared and priorities are successfully advanced.
• Exceptional written and verbal communication skills, including the ability to draft, edit, and proofread professional correspondence, reports, presentations, and other materials with accuracy and attention to detail.
• Strong organizational skills with the ability to manage multiple priorities, balance competing demands, meet deadlines, and maintain effective systems and processes.
• Ability to exercise sound judgment, maintain confidentiality, and appropriately handle sensitive, complex, or time‑sensitive situations with professionalism and discretion.
• Strong interpersonal skills with the ability to actively listen, build relationships, collaborate with diverse groups, and provide a welcoming and professional experience for students, families, faculty, staff, and campus partners.
• Demonstrated ability to remain calm under pressure, adapt to changing priorities, independently solve problems, and identify opportunities for continuous improvement.
• Experience coordinating executive calendars, meetings, events, travel, projects, or administrative operations.
• Proficiency with technology and office productivity tools used to support communication, organization, reporting, and workflow management.

Valid driver’s license and ability to assist with occasional local transportation needs

Valid driver’s license and ability to assist with occasional local transportation needs.

Anticipated Hiring Range

• Salary Range: $19.25 - $29.25 per hour
• Grade: GGS 008
• University Title: Executive Assistant

Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Sponsorship Information

Employment visa sponsorship is not available for this position.

Benefit Eligibility

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/departments-staff/human-resources/benefits-retirement

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.