Scheduled Hours
37.5
Position Summary
At WashU, we are focused on carrying out our mission with care and commitment. The Office of the Chancellor employs a vibrant, talented and dedicated team, with a shared commitment to serving the institution at the highest level. Service excellence is a major pillar in providing an engaging experience for the entire campus. The Coordinator of Executive Services provides essential support to the Director of Executive Services within the Office of the Chancellor. This role involves comprehensive project and logistic coordination for high-level initiatives, management of Harbison House—a prestigious university asset and premiere St. Louis venue —and a range of administrative tasks supporting executive functions. This role is highly focused supporting service excellence for the senior-most leaders at the institution. In addition to logistics for maintaining and supporting Harbison House operations, the role supports the director with executive onboarding, including logistics and task management. This role is part of a team fostering a world-class experience, carrying out work with poise, pride and prestige.
Job Description
Primary Duties & Responsibilities:
Executive Onboarding Support
- Coordinate logistics related to executive onboarding, including campus visits and orientation processes.
- Carry out and track onboarding tasks to ensure a smooth transition for new executives.
- Carry out purchases and create timelines and itineraries customized to the varying needs of each leader.
Harbison House Support
- Assist with the logistics related to daily operations and maintenance of Harbison House, the residence of the Chancellor and premiere WashU venue, ensuring it is always prepared for both residential use and high-level institutional events.
- Coordinate with staff, vendors, and service providers to maintain the property to the highest standards.
- Assist in ensuring the house is always ready for events and residents, following directives to uphold service excellence.
Administrative and Financial Support
- Handle expenses and make purchases based on the highest standards of quality and budget guidelines.
- Provide support to the Director of Executive Services for proactive management of all executive initiatives, including document preparation, project plan development/editing, timeline creation, follow-up with stakeholders.
- Follow strategic direction from the Director to ensure alignment with institutional goals and standards.
Project and Logistics Coordination
- Assist in the planning, execution, and logistics for executive-level projects and initiatives.
- Develop and maintain project timelines, coordinate logistics and collaborate with stakeholders, track progress and ensure project goals are met.
- Work collaboratively across multiple departments and with various stakeholders to achieve results.
- Exhibit outstanding judgment and professionalism in all interactions, especially when dealing with C-suite executives and senior leaders.
Other Functions
- Various in-person engagement and operational work that requires traveling across campus and throughout St. Louis area.
- Coordinator will also work collaboratively with Office of the Chancellor team to provide support as needed.
Working Conditions:
Job Location/Working Conditions
- Normal office environment
Physical Effort
- Typically sitting at a desk or table
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:
Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
Certifications:
No specific certification is required for this position.
Work Experience:
Relevant Experience (2 Years)
Skills:
Not Applicable
Driver's License:
A driver's license is not required for this position.
More About This Job
Hospitality Management or a related field or equivalent experience is a requirment for this position. The successful candidate should also have proven experience in project coordination, event planning, or executive support, with a track record of handling C-suite level responsibilities.
Experience with property management or facilities coordination is a plus.
Preferred Qualifications
Education:
No additional education beyond what is stated in the Required Qualifications section.
Certifications:
No additional certification beyond what is stated in the Required Qualifications section.
Work Experience:
No additional work experience beyond what is stated in the Required Qualifications section.
Skills:
Adaptability, Business Oriented, Confidentiality, Customer Service, Decision Making, Detail-Oriented, Event Planning, Executive Support, Expense Tracking, Facilities Planning, Fast-Paced Environments, Goal-Oriented, Highly Resourceful, Hospitality Management, Interact with All Levels of Management, Interpersonal Communication, Microsoft Office, Multitasking, Oral Communications, Organizing, Prioritization, Project Coordination, Service Logistics, Systems Support, Written Communication
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.
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 [email protected] 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.
Want to Live Near Your Work and/or improve your commute? Take advantage of our free Metro transit U-Pass for eligible employees. We also offer a forgivable home loan of up to $12,500 for closing costs and a down payment for homes in eligible neighborhoods.
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/AA Statement
Washington University in St. Louis is committed to the principles and practices of equal employment opportunity and especially encourages applications by those from underrepresented groups. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.
Diversity Statement
Washington University is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – fostering respect for all and welcoming individuals from diverse backgrounds, experiences and perspectives. Individuals with a commitment to these values are encouraged to apply.