Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 40 hours per week.
Department Name/Job Location:
This position is in the Washington University Investment Management Company. This position is for the Danforth Campus.
The Executive Assistant provides shared administrative support for the Chief Investment Officer, Chief Operations Officer, Executive WUIMC Board Chair, Managing Directors and Directors who lead professional investment teams. Responsibilities include managing calendars; coordinating global travel; interacting with external partners, members of the Board of Trustees, and senior University leaders; preparing expense reports; event planning; and providing back-up coverage for other support staff. The position requires advanced computer skills, attention to detail, excellent interpersonal skills, effective management of time, and the ability to work well with various levels of internal management/staff and outside partners. Sensitivity to confidential information is required.
PRIMARY DUTIES AND RESPONSIBILITIES:
Executive Administrative Support:
Coordinate daily calendars of executive team; engage with external partners, Board members and University leadership to schedule in-person meetings and calls; ensure all required participants are notified and confirmed.
Screen executive communications, respond to e-mails, and interface with external partners and service providers.
Support the Executive Chair of WUIMC Board, schedule University meetings and assist with accommodations.
Orchestrate on-site quarterly WUIMC Board and University Executive Committee meetings and dinners; attendance polling, office preparation, catering, and day-of logistics.
Assist with the preparation and distribution of all WUIMC Board communications and materials.
Facilitate heavy global travel itineraries for WUIMC team; research and book airline, hotel, and transfer reservations; assess visa and immunization requirements; report all international travel to centralized University travel desk.
Prepare travel expense and reimbursement reports.
Manage expenditures within University’s procurement and expense system; initiate purchase orders, check requests, travel advances.
Visitor Relations and Event Planning:
Greet all visitors and maintain a welcoming environment.
Assist with logistics for out-of-town guests; directions, parking, dining and accommodations.
Manage conference room scheduling and upkeep.
Organize events, including lunch & learns, recruiting events, dinner & lunch meetings, and team building activities.
General Office and Administrative Coverage:
Provide back-up coverage for other administrative staff, including reception, as needed.
Develop consolidated WUIMC office calendar and standards (best practices).
Assist with employee onboarding, orientation, and off-boarding.
Serve as the point person for University and WUIMC HR, travel and procurement card polices.
Interface with building management, maintenance and janitorial staff.
File and track vendor agreements; monitor upcoming expirations and confirm ongoing renewals
Assist with supply management.
Perform other duties as assigned.
Five years of experience as an executive assistant reporting directly to executive management.
Experience in investment management, legal, consulting or other relevant sectors.
Proficiency in the Workday application.
Advanced Microsoft Office skills, with the ability (and strong desire) to become familiar with firm-specific programs and software.
Experience managing travel itineraries, including international travel and visa requirements.
Strong organizational, project management, and problem solving skills with impeccable multi-tasking and prioritization abilities.
Exceptional interpersonal and professional communication skills.
Ability to find clarity in ambiguity.
Proactive mindset, resourceful, anticipatory in potential needs and adaptive to changes.
Ability to exercise a high degree of discretion and confidentiality.
Ability to periodically be available outside of normal working hours and the ability to work remotely.
The hiring range for this position is $27.15 - $35.29 per hour.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, 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.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.