Executive Assistant to the Executive Vice Chancellor & Chief Operating Officer

LocationST. LOUIS, MO 63130 Scheduled Hours37.5

Position SummaryProvides 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

• 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 of the EVC/COO's Office. May require participation in such meetings to serve as vendor liaison and/or secretary to the committee.
• Serves in leadership role for managing EVC/COO's Office Team meetings, drafting agendas, assigning roles, inviting speakers, special events, and educating the team on EVC/COO's Office updates.
• Develops and maintains processes to keep the EVC/COO informed of key University and School events, enabling thoughtful assessment of participation opportunities and the appropriate level of engagement. Plans for the logistical, scheduling, personnel, resources, and communications requirements of all activities under the auspices of the EVC/COO's office.
• Performs other duties as assigned.

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/Professional Licenses:

No specific certification/professional license is required for this position.

Work Experience:

No specific work experience is required for this position.

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This JobWashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

Administrative Support At The Executive Level (5 Years)

Skills:

Calendar Management, Communication, Confidential Data Handling, Detail-Oriented, Executive Support, Multitasking, Prioritization, Scheduling Meetings, Time Management, Travel Planning, Working Independently, Writing

GradeG13

Salary Range$65,900.00 - $112,700.00 / Annually

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 ScreeningAll 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 StatementWashington University in St. Louis is committed to the principles and practices of equal employment opportunity. 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, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.