Scheduled Hours

37.5

Position Summary

The Executive Assistant for the Dean's office of the Olin Business School reports to the Chief of Staff and Senior Associate Dean of People and Culture. The incumbent will provide complex administrative and project management support for the Dean to advance the priorities of the School and the Dean; works closely with Chief of Staff and other senior leaders to ensure that project deadlines are met and School responses are well-coordinated and well-executed; requires significant substantive knowledge of the School’s academic, research, and outreach programs. The Executive Assistant will maintain a clear understanding of the Dean’s priorities and knowledge of the Dean’s relationships with a large network of internal and external stakeholders; must use considerable judgment, tact, creativity and initiative; ensures that project deadlines are met and responses are well-coordinated and well-executed; requires demonstrated experience and expertise in interpersonal relations, leadership, and management; possesses sensitivity, poise, and thoughtfulness; has the ability to keep information confidential; anticipates problems and has the ability to troubleshoot, organize, plan effectively, and implement sensitive and important activities with a willingness to take the initiative, be assertive, and assume responsibility sometimes without supervision and close direction; has demonstrated ability to work skillfully and diplomatically with faculty, administration, staff, students, alumni, and corporate executives and/or their representatives; must possess maturity and sound judgment; must be adaptable, flexible and appropriately manage ambiguity; has the ability and willingness to change, think, and act quickly under pressure; demonstrates patience, persistence, and accuracy in gathering and assembling detailed information; has excellent writing, editing and verbal skills; has experience working for a seasoned executive in either an academic or non-academic environment; has advanced expertise in Microsoft Outlook; is proficient with the Microsoft Office Suite: Word, Excel, Power Point, Teams, Fellow, etc. as well as other project management tools (i.e. Smartsheet), Presentation software (i.e. Canva), Video Conferencing (i.e. Zoom), Workday administration system, Canvas learning management system, and other School-specific platforms (i.e. Salesforce)

Job Description

• 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.

Required Qualifications

Education:

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

Certifications:

No specific certification 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

THIS JOB PROFILE IS RESERVED FOR EXECUTIVE ASSISTANTS SUPPORTING OFFICERS AND DEANS ONLY.

Preferred Qualifications:

• Possessive of sensitivity, poise and thoughtfulness.
• Sensitivity to possible problems and ability to troubleshoot.
• Ability to organize, plan effectively, and implement sensitive and important activities with a willingness to take the initiative, be assertive, and assume responsibility without supervision and close direction.
• Demonstrated ability to work skillfully and diplomatically with faculty, administration, staff, students, alumni, and corporate executives and/or their representatives.
• Experience working for a seasoned executive in either an academic or non-academic environment.

Preferred Qualifications

Education:

Bachelor's degree

Certifications:

No additional certification beyond what is stated in the Required Qualifications section.

Work Experience:

Providing Support To Executive Level Personnel (7 Years)

Skills:

Adaptability, Confidentiality, Detail-Oriented, Editing Text, Flexible Mindset, Interpersonal Relationships, Leadership, Management Practices, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, Oral Communications, Patience with Others (Inactive), Personal Initiative, Proactive Planning, Project Coordination, Project Development, Project Tracking, Self-Organization (Business), Sound Judgment, Stress Management, Working Independently, Writing

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 [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.

• 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 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.

Washington University is dedicated to building a 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.