Executive Assistant to Division Chief — Strategic Admin

Washington University in St. Louis; St. Louis (MO); On-site; USD 31,684 - 49,593; Full time

Job summary

Washington University in St. Louis in St. Louis, MO is seeking an organized administrative professional to serve as the primary point of contact for the Division Chief.

The role includes managing the Chief’s calendar, coordinating meetings, arranging travel, and supporting faculty recruitment and guest lectures. You will prepare correspondence, assist with grant submissions, and help with budgets and payments for division activities.

Qualifications

• High school diploma or equivalent certification or combination of education and/or experience.
• Experience in administrative office settings (5 years).
• Knowledge of travel arrangements, meeting coordination, and grant submission support.

Responsibilities

• Plans, prepares, arranges travel, travel schedules (including visas), and agendas for Chief.
• Anticipates and prepares meeting agendas and memos for internal and external communications. Carries out logistics for meetings and committees, including scheduling, arranging location, and other meeting details. Takes organizes, writes, and distributes minutes of the meetings.
• Manages faculty recruitment visits and interviews including travel, visit, agenda, and meetings.
• Assists with grant reviews, meeting/report preparation, and power point presentation preparation, ensuring compliance and standard internal and external guidelines.
• Coordinates payments for division expenses including departmental social, equipment, travel, and purchase orders, ensuring expenses adhere to departmental, university and/or external grant guidelines.
• Collects, integrates, and summarizes responses to information requests. Identifies and follows up on action items. Assists with appointment packets.

Skills

Interpersonal Communication

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Microsoft Word

Oral Communications

Organizational Savvy

Written Communication

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

Washington University in St. Louis in St. Louis, MO is seeking an organized administrative professional to serve as the primary point of contact for the Division Chief.

The role includes managing the Chief’s calendar, coordinating meetings, arranging travel, and supporting faculty recruitment and guest lectures. You will prepare correspondence, assist with grant submissions, and help with budgets and payments for division activities.