Executive Assistant - Law Dean's Office

Washington University in St. Louis; Goodwell (OK); On-site; USD 35,000 - 54,000; Full time

Benefits offered by this job

Vacation days

Health insurance

Metro U-Pass transit access

Retirement plan (403(b))

Job summary

Washington University in St. Louis is seeking an Executive Assistant in St. Louis, MO to manage online calendars for the executive team, arrange meetings, coordinate travel, and prepare materials for distribution prior to engagements.

The role requires strong organizational skills, attention to detail, and the ability to handle multiple tasks. Candidates should be proficient in Microsoft Office and capable of supporting senior officials and Deans.

Qualifications

• High school diploma or equivalent.
• No specific certifications required.
• No specific work experience required.
• Proficient with Microsoft Office; typing and word processing skills.

Responsibilities

• Maintains executive calendars, schedules meetings and conference rooms; coordinates Deans and outside contacts.
• Prepares and proofs correspondence and distributes materials for meetings.
• Opens, sorts and prioritizes mail; manages follow-up items and prepares travel arrangements.
• Answers calls for the executive and senior staff and directs inquiries to appropriate departments.
• Carries out travel arrangements and prepares expense reports; reviews travel reports for approval.
• acts as back-up to other administrative staff and serves as lead admin in the department.
• Performs other duties as assigned.

Skills

Microsoft Office

Typing

Word Processing

Education

High school diploma

Associate degree

Bachelor’s degree

Job description

Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Position Summary

The Executive Assistant is responsible for maintaining online calendars, making appointments, and scheduling meetings and conference rooms for the executive. This role involves coordinating the schedules of the Law Deans, outside business contacts, and departmental or school staff. Additionally, the Executive Assistant prepares materials for mailing and distribution prior to meetings. Strong organizational skills and the ability to manage multiple tasks and schedules efficiently are essential for this position.

Job Description

Primary Duties & Responsibilities:

• Maintains online calendars, makes appointments and schedules meetings and conference rooms for the executive. Meetings can involve coordinating schedules of Deans, as well as outside business contacts or departmental/school staff. Prepares materials for mailing and distribution prior to meetings.
• Reviews and types correspondence for executive and others as necessary. Proofreads and suggests changes to format and wording using Microsoft Office software.
• Opens, categorizes and prioritizes mail. Brings priority items to attention of executive. Maintains follow-up file. May personally follow-up on specific items.
• Answers phone for executive as well as other senior financial management staff and directs caller to the appropriate department or person.
• Makes travel arrangements for executive and others as needed. Prepares travel expense reports and enters into the Accounting Information System.
  Reviews travel reports of Deans and Officers for approval by the Vice Chancellor for Finance.
• Serves as back-up for other administrative assistants. Seen as the lead administrative assistant in department.
• Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions:

• Normal office environment

Physical Effort:

• Typically sitting at 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.

Required Qualifications

Education:

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:

No specific work experience is required for this position.

Skills:

Microsoft Office, Typing, Word Proccessing

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

Education:

Associate degree, 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 (5 Years)

Skills:

Accounting, Answering Telephones, Bookkeeping, Confidentiality, Customer Approach, Customer Service, Deadline Management, English Grammar, High Reliability, Interpersonal Communication, Multitasking, Organizing, Professional Etiquette, Spelling, Stress Management

Grade

G10-H

Salary Range

$25.47 - $39.49 / 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.

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.