Scheduled Hours

37.5

Position Summary

The Executive Assistant, University Marketing & Communications (MarComm) provides comprehensive administrative and operational support to the Vice Chancellor and senior leadership team. Serving as the central hub for organization and communication, this role helps drive operational efficiency and ensures a smooth execution of critical departmental initiatives.

Job Description

Leadership and Office Coordination

• Serve as a central point of contact between senior leadership and the broader office, helping to streamline communications, priorities and decision-making.
• Manage information flow, ensuring the right stakeholders/staff receive timely updates, background materials, and follow-ups.
• Support onboarding and orientation for new staff, ensuring smooth integration into the office culture and workflows.

Meeting and Project Support

• Prepare exec team for meetings by assembling briefings, background research, other materials as needed.

• Assist with tracking items and deadlines coming from leadership/exec team meetings and ensure accountability across teams.
• Assist with coordinating cross-team projects, ensuring alignment with VC, AVCs and SDO&A priorities

Operational and Event Support

• Manage confidential information with discretion and sound judgement (if necessary).
• Assist with expense reporting and budget tracking for exec team activities (travel, events, office operations).
• Support event planning and execution for exec team meetings, large staff meetings, etc.
• Interface with external partners and vendors, ensuring professional representation of the office.

Administrative Support

• Anticipate needs of senior leaders by proactively identifying scheduling conflicts, potential communication gaps and resource needs.
• Support office-wide culture and morale, coordinating recognition efforts (birthdays, weddings, births, etc.) and other staff engagement activities.
• Assist with communications projects as needed: presentations, correspondence with campus partners and other external stakeholders.
• Performs other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment
• In the office Mon-Thurs, remote on Fridays.

Physical Effort

• Typically sitting at desk or table

Equipment

• Office equipment

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

Schedule: In the office Mon-Thurs, remote on Fridays.

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:

Answering Telephones, Bookkeeping, Confidentiality, Customer Approach, Customer Service, Deadline Management, Detail-Oriented, English Grammar, High Reliability, Interpersonal Communication, Multitasking, Organizing, Problem Solving, Professional Etiquette, Spelling

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 [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 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.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington 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.