Office Manager & Executive Assistant to Senior Advisor - In St. Louis Initiative, St. Louis Initiative

Office Manager & Executive Assistant To The Senior Advisor

The Office Manager & Executive Assistant to the Senior Advisor, "In St. Louis, For St. Louis" Initiative plays a crucial role in both executive support and ensuring the smooth and efficient operation of the WashU Community Engagement Office. This position will provide day-to-day administrative support the Senior Advisor, "In St. Louis, For St. Louis" Initiative, as well as serve as a welcome receptionist;

order office supplies; and manage and track space usage for classrooms, workstations, and huddle spaces for the WashU Community Engagement Office. This is full-time in-person, with hours of 8:30 am – 5 pm.

Primary

Duties & Responsibilities:

• Provide executive support to the Senior Advisor, "In St. Louis, For St. Louis" Initiative by scheduling meetings, taking phone messages and handling those deemed appropriate, entering data in Salesforce and other university databases, preparing Expense Report forms, submitting sponsorship invoices, and coordinating meetings, events and programs hosted by the Senior Advisor, "In St. Louis, For St. Louis" Initiative including preparing printed materials such as name tags and ordering breakfast or lunch.
• Serve as office manager by answering phones and greeting visitors; responding to inquiries and providing information using established guidelines or referring to appropriate individuals and monitoring, maintaining, and ordering/stocking office, toner, paper, and miscellaneous supplies as needed.
• Oversee booking and scheduling of office workstations, huddle spaces, and classrooms through the calendar management system and provide orientation to new groups to book and schedule office spaces. Track space utilization and provide monthly reports on office use.
• Type correspondence and forms; scan and fax documents, make copies, maintain files (electronic and hard). Receive, sort and distribute mail.
• Perform other duties as assigned by Senior Advisor, "In St. Louis, For St. Louis" Initiative

Working Conditions

• Normal Office Environment

Physical Effort

• Typically working at desk or table
• Repetitive wrist, hand or finger movement
• Ability to mot to on and off-campus locations

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:

Bachelor's degree

Certifications /Professional Licenses:
No specific certification/professional license is required for this position.

Work Experience:

Administration And Office Support (2 Years)

Skills:

Not Applicable

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

• Three years of administrative support experience.
• Proven experience as an office manager or in a similar role.
• Excellent communication and ability to communicate with a broad and diverse range of people.

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:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Cross-Cultural Teams, Data Accuracy, Deadline Management, Detail-Oriented, Effective Written Communication, Higher Education Management, Interpersonal Communication, Microsoft Office, Multitasking, Oral Communications, Organizing, Qualtrics, Salesforce Reports, Teamwork

Grade: G09-H

Salary Range: $23.37 - $36.19 / 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.

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

If you are unable to use our online application system and would like an accommodation, please email Candidate Questions or call the dedicated accommodation inquiry number at  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.

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…