Executive Assistant to the Executive Vice Chancellor & Chief Operating Officer

About this role

Location ST. LOUIS, MO 63130

 Scheduled Hours 37.5

Position Summary Provides high-level administrative and project support to the Executive Vice Chancellor and Chief Operating Officer, exercising exceptional judgment, discretion, initiative, and professionalism. This role is ideal for a collaborative, self-directed professional who thrives in a dynamic environment and takes a proactive, solution-oriented approach to anticipating needs, resolving challenges, and ensuring the seamless operation of the EVC/COO's office.

Serves as the primary point of contact for the EVC/COO's office, managing daily operations and fostering positive interactions with internal and external stakeholders. Manages complex executive calendars and competing scheduling priorities for the EVC/COO, exercising sound judgment to balance strategic commitments, evolving priorities, and time-sensitive demands. Provides support in assembling and preparing executive-level presentations and materials as directed by senior leadership. Oversees travel arrangements, confidential correspondence, and communications while ensuring the smooth planning, coordination, and execution of meetings and special events.

Maintains exceptional attention to detail and effectively manages shifting priorities to optimize the EVC/COO's time, resources, and office operations. The successful candidate will bring a positive, professional presence, strong organizational skills, and a commitment to excellence, demonstrating the ability to adapt in a fast-paced environment while delivering outstanding executive support and customer service.

Job Description

Primary Duties & Responsibilities:

• Ensures the most effective use of the EVC/COO's time by proactively anticipating needs and preparing daily schedules. Coordinates and prioritizes a wide range of requests, initiatives, and commitments, while managing a complex and dynamic calendar. Anticipates meeting requirements and ensures all details are in place, including confirmations, briefing materials, presentations, and relevant talking points. Partners closely with leadership to communicate upcoming deadlines, key priorities, and preparation requirements, ensuring the EVC/COO is well-informed and strategically positioned for all engagements. • Serves as a trusted partner in identifying and addressing issues that may require the EVC/COO's attention, ensuring matters are elevated appropriately and addressed in a timely manner. Drafts, prepares, and coordinates communications on behalf of the EVC/COO in response to a wide range of requests and inquiries. Builds and maintains effective relationships with University leadership, faculty, staff, students, and external stakeholders while representing the EVC/COO's Office with professionalism, discretion, and sound judgment. Oversees and coordinates administrative operations that support the efficiency, effectiveness, and positive impact of the EVC/COO's Office. • Provides high-level executive support to the EVC/COO, ensuring that requests, communications, and priorities are handled with responsiveness, professionalism, and attention to detail. Coordinates and manages competing demands, helping to ensure deadlines are met and office priorities progress efficiently and effectively. Maintains regular communication with the EVC/COO and senior leadership regarding projects, initiatives, requests, and emerging issues, ensuring alignment and timely follow-through. Applies sound judgment, diplomacy, and a solutions-oriented approach to addressing administrative challenges, fostering effective operations and exemplary service across the EVC/COO's Office. • Coordinates and supports numerous EVC/COO's committees strategically. Manages timeline to meet project deadlines. Works closely with committee leader to produce anticipated project expectations. Serves as liaison between leadership, school, university, and community constituents. Uses discretion for problem solving and in responding on behalf of the EVC/COO if information is known, and prioritizes mail, call backs, etc. Serves as primary contact for the EVC/COO; refers inquiries to appropriate departments/personnel as necessary and responds on EVC/COO's behalf. • Coordinates and manages travel arrangements for the EVC/COO, including transportation, lodging, registrations, itineraries, and visa/passport requirements as needed. Ensures travel plans are organized, efficient, and aligned with business priorities. Processes travel reimbursements and prepares expense reports within WashU's financial systems, maintaining accuracy, and timely completion of all related documentation. • Manages the purchase of supplies, equipment, and services. Processes invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers accurately on a timely basis using WashU’s financial system. Maintains files for reconciling and any audit purposes. Schedules and contracts meeting rooms and arranges catering and rentals. Serves as leader responsible for ensuring the overall setup of catered events, including the original set up and organizing cleanup. Identifies areas for efficiency gains and cost savings for budget and locating more cost-effective alternatives. • Prepares and coordinates confidential communications, reports, and executive-level materials for the EVC/COO and senior leadership. Conducts research, compiles and synthesizes information, and develops briefing materials, talking points, and background documentation to support strategic initiatives and decision-making. Anticipates needs, ensures thorough preparation for meetings and engagements, and exercises sound judgment in elevating matters requiring executive attention. Drafts and manages communications on behalf of the EVC/COO, ensuring accuracy, professionalism, and alignment with organizational priorities. • Manages annual and biannual events such as orientations, committee meetings, conferences, as needed out

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