Executive Assistant - Law Dean's Office

About the role

• 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.

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.

Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at desk or table

Equipment

• Office equipment

Additional information

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.

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 or call the dedicated accommodation inquiry number at and leave a voicemail with the nature of your request.

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.