Executive Assistant for Development - University Advancement

Position Summary
The Executive Assistant provides shared administrative support for the Development team senior leadership. The executive assistant will keep projects organized, moving, and ensure adherence to deadlines. Will have regular contact with University Advancement senior leadership, high-level University staff, volunteers, prospects, and donors.

Job Description
Primary Duties & Responsibilities

• Provide comprehensive administrative assistance to the Development team senior leadership. Manage calendars, organize meetings, handle correspondence and mailings, maintain electronic and physical files, sort and prioritize mail, and cover phones. Compile materials and research for appointments and meetings.
• Manage special projects. Draft reports as requested. Provide logistical support and preparation for presentations, trainings, workshops, and special events that occur on and off campus (i.e., arrange location, order food, assemble materials, advanced mailings, etc.). Assist with various events within the office.
• Coordinate all aspects of travel, including global arrangements, research and books flights, hotels, and transfer reservations; assess visa and immunization requirements; report all international travel to the centralized University travel desk. Serve as the vital communication link to and from the office during travel. Discern between critical needs and those that can wait and communicate appropriately. Manage all travel arrangements; assemble detailed travel itineraries from various sources; and accurately complete forms and procedures for travel advances and expense reimbursement, contact reports, and other travel follow-up.
• Organize monthly meetings for senior staff and quarterly All-Staff Development Vertical meetings. Assist with agenda setting, take minutes at all meetings, track incoming and outgoing assignments requiring action, and relay action items to staff members as appropriate.
• Review donor briefings.
• Perform other duties as assigned.

Preferred Qualifications

• Bachelor’s Degree.
• Experience in a university or non-profit setting.
• Experience working with a complex database.
• Excellent interpersonal and communication skills.
• Highly organized, proactive, and able to prioritize competing tasks.
• Critical thinker and flexible decision maker, exercising considerable initiative and judgment.
• Works independently with little or no supervision and also works well with a team.
• Handles confidential information in a discrete and responsible manner.
• Strong proficiency with Microsoft Office with emphasis on Word, Outlook, Excel, and PowerPoint.
• Comfortable with database systems.
• Experienced in learning new software.
• Excellent keyboarding and proofreading skills with scrupulous attention to detail.
• Desires to learn the role of development and the mission of the university.
• Able to work occasional overtime, evenings, and weekends as needed.

Required Qualifications

• High school diploma or equivalent high school certification.
• Five or more years of experience providing support to executive level personnel.
• Accurate typing skills, including statistical typing (60 or more wpm) and PC word processing experience.
• Excellent knowledge and skills using Word, Excel, PowerPoint and Outlook or similar system.

Grade
G10-H

Salary Range
$24.97 - $38.71 / 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.

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.