Administrative Assistant III - Chancellor's Office

Position Summary

The Administrative Assistant provides essential administrative and reception support to a shared suite of leaders within the Office of the Chancellor. As a valued member of the broader administrative support team, this role is responsible for ensuring efficient office logistics and operations, while warmly welcoming and assisting all visitors and guests. The ideal candidate is a proactive and positive team player, capable of managing multiple priorities and performing daily tasks effectively, enabling leaders to focus on their responsibilities and ensuring the office functions seamlessly.

ST. LOUIS, MO 63130

37.5

• Serves as a central point of contact on behalf of executives. Answers the central phone line/email, taking messages, directing calls and handling correspondence as deemed appropriate. Keeps a thorough record of incoming calls, inquiries and messages to correspond with executives. Must be professional, positive and respectful while handling inquiries and corresponding with stakeholders. Receives, sorts and distributes mail.
• Responsible for managing access to secure suite, including buzzing guests using camera monitors.
• Maintains confidentiality and discretion when handling sensitive visitor information, executive schedules, phone calls, and office activity.
• Coordinates front-desk coverage during breaks, meetings, absences, or periods of high visitor volume to ensure consistent reception support.
• Manages the reception area of the suite and assists in keeping the area welcoming and pristine. This position is responsible for ordering supplies, keeping the suite well stocked, and coordinating repairs and maintenance requests with facilities and outside vendors.
• Coordinates engagement activities, communication, and catering for the Chancellor’s Office team and suite. This position is responsible for running errands on behalf of the suite. This includes catering pick-ups, occasional store runs, and trips to other buildings on campus.
• Initiates purchase orders (PO’s) and check requests, reviews and approves documents in Workday including Pro Card expenses in a timely manner.
• Works on a collaborative team, handling office priorities as needed in partnership with administrative assistants/personnel. Duties also include providing coverage for other administrative personnel in the suite as needed.
• Assists with set-up of executive meetings. This may include A/V assistance, printing of documents, catering, etc.
• Manages reservations for four premiere conference rooms and drop in office space.
• Provides support as directed for executive recruiting in the Chancellor’s Office.
• Performs other duties as assigned
• Performs all duties in person on premises.

Job Location/Working Conditions

• Normal office environment
• Ability to travel to various on and off-campus locations

• Typically working at desk or table
• Repetitive wrist, hand or finger movement
• Occasional lifting (25 lbs or less)

• 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.

High school diploma or equivalent high school certification or combination of education and/or experience.

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

Relevant Experience (3 Years)

Not Applicable

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

• Bachelor’s degree.
• Five years of administrative support experience in a higher education/executive setting.
• Demonstrated proficiency with computer applications and programs including Word, Outlook, Excel, PowerPoint and Access.
• Excellent organizational and interpersonal communication skills to deal effectively with a broad range of people, including executives, dignitaries, and special…