Executive Assistant II (Hybrid) - Neurology

Washington University in St. Louis; St. Louis (MO); On-site; USD 41,000 - 66,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Transit benefits

Job summary

Washington University in St. Louis is seeking a high-level administrative professional to support senior leaders such as the Provost, Executive Vice Chancellor or Dean.

The role requires discretion, strong judgment and the ability to coordinate complex schedules and materials across academic, research and outreach programs. The position entails supervising office staff, arranging travel, processing financial documents, and preparing briefing materials to ensure timely, high-quality results for

Qualifications

• High school diploma or equivalent required.
• Administrative experience and office management background desired.
• Bachelor's degree preferred for advancement.

Responsibilities

• Manage executive calendars, schedule, prioritize meetings and prepare back-up materials.
• Act as liaison between leadership, departments, and community; respond on executive’s behalf as needed.
• Oversee daily administrative operations and supervise staff.
• Coordinate travel arrangements and reimbursements in the university system.
• Prepare confidential correspondence and briefing materials for meetings and events.
• Handle invoices, purchase orders, and other financial documents with accuracy.

Skills

Adaptability

Administrative Support

Calendar Management

Confidentiality

Detail-Oriented

Diplomatic Approach

Editing Text

Flexible Mindset

Interpersonal Relationships

Leadership

Management Practices

Microsoft Office

Office Management

Oral Communications

Personal Initiative

Proactive Planning

Project Coordination

Project Development

Project Tracking

Self-Organization (Business)

Sound Judgment

Stress Management

Understanding Problems

Working Independently

Education

Bachelor's degree

High school diploma or equivalent

Job description

Position Summary

Provides high-level administrative support to a position such as Provost, Executive Vice Chancellor or Dean using considerable judgment, tact, creativity and initiative. Works closely with senior leadership to ensure that project deadlines are met and responses are well-coordinated and well-executed. Requires significant substantive knowledge of the WashU’s academic, research, and outreach programs.

Location

ST. LOUIS, MO 63108

Scheduled Hours

40

Job Description

Primary Duties & Responsibilities:

• Ensures most efficient use of 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 leadership, school, university, and community constituents. Uses discretion in responding on behalf of executive if information is known, and prioritizes mail, call backs, etc. Establishes and maintains confidential files ensuring efficient retrieval for all personnel authorized to access data.
• Provides executive support. Oversees and ensures the daily administrative operations run smoothly. Responds to inquiries from faculty, staff, students and the public on behalf of the executive regarding campus operations, policies and procedures. Manages telephone and visitor traffic in administrative offices. Serves as primary contact for the executive; refers inquiries to appropriate departments as necessary and responds on executive’s behalf. Investigates issues and problems. Drafts and prepares responses to urgent requests. Interact regularly with university leadership, faculty and staff on behalf of the executive’s office, and manage all administrative responsibilities necessary to representing the executive’s office in a professional and organized manner. Ensures that all requests, communications, and demands made of the executive’s office are addressed in a timely, high-quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities of the executive’s office are met on time, professionally, and responsibly.
• Supervises office administrative staff.
• Schedules and coordinates travel including transportation, lodging, registration, and visa/passport as required. Completes travel reimbursement documents and travel expense reports in the university’s Financial Information System.
• Manages the purchase of supplies, equipment, and services. Accurately processes invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers on a timely basis using financial systems. Maintains files for audit purposes. Schedules and contracts for meeting rooms, arrange catering and rentals. Works with tax department to process moving expenses for new department staff.
• Prepares confidential correspondence and all materials for executive, senior staff and other officials. Assumes lead responsibility to prepare and assemble materials required by the executive for meetings and events. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials as necessary.
• Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions:

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education

Required Qualifications

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

Administrative And/Or Office Management (7 Years)

Skills

Not Applicable

Driver's License

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Bachelor's degree

Certifications/Professional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience

Providing Support To Executive Level Personnel (7 Years)

Skills

• Adaptability, Administrative Support, Calendar Management, Confidentiality, Detail-Oriented, Diplomatic Approach, Editing Text, Flexible Mindset, Interpersonal Relationships, Leadership, Management Practices, Microsoft Office, Office Management, Oral Communications, Personal Initiative, Proactive Planning, Project Coordination, Project Development, Project Tracking, Self-Organization (Business), Sound Judgment, Stress Management, Understanding Problems, Working Independently

Grade

G12-H

Salary Range

$29.96 - $47.92 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an 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.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our 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

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• 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.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.