Special Projects & Executive Administrator; Hybrid - School of Continuing and Professional Studies

Position: Special Projects & Executive Administrator (Hybrid) - School of Continuing and Professional Studies

Scheduled Hours

37.5


Position Summary

Working under minimal supervision, the Executive Assistant provides high-level administrative support for the executive using considerable judgment, tact, creativity and initiative. This position works closely with the executive to ensure that project deadlines are met and department/school's responses are well-coordinated and well-executed. The position requires significant substantive knowledge of the department/school's academic, research, and outreach programs. The Executive Assistant will maintain a clear understanding of the department/school's priorities and develop knowledge of the leadership relationships with a large network of internal and external stakeholders.

The Executive Assistant also oversees the department/school's master calendar and supports strategic school initiatives.


Job Description


Primary

Duties & Responsibilities:



Provides high-level administrative support for the Executive/Dean.

• Ensures most efficient use of Executive/ Dean's time by anticipating and preparing daily schedule. Schedules, prioritizes and maintains appointment calendar. Anticipates and ensures that all meeting details, confirmations, and back-up materials are in order.
• Acts as liaison between the Executive and the department/Dean and school, university, and community constituents. Greets visitors, receives and screens telephone calls, takes accurate messages, and keeps the Executive/Dean informed of the identity and nature of calls and visits during his/her absence. Uses discretion in responding on behalf of Executive/Dean if information is known, and prioritizes call backs.
• Sorts the Executive/Dean's incoming mail, prioritizing and responding where appropriate.
• Composes and/or edits a variety of materials for the Executive/Dean including letters, memos, contracts, and general correspondence with responsibility for formatting, spelling, grammar, and required attachments. Anticipates and prepares materials needed by the Executive/Dean for meetings and ensures that materials are filed as appropriate.
• Responds to requests for Executive/Dean's Office statistics and reporting. Keeps accurate records of required Department/School statistics and reports.
• Assists the Executive/Dean with scheduling and coordinating travel, including transportation, lodging, conference registration and visa/passport as required. Completes Executive/Dean's travel reimbursement documents and travel expense reports in the University's Financial Information System (FIS) in a timely manner when travel is complete. Reconciles the Executive/Dean's Pro Card expenditures.
• Establishes and maintains confidential files in the Executive/Dean's office, ensuring efficient retrieval for all personnel authorized to access data.
• Manages logistics, contracts, and expenses for the Executive/Dean's Office special events including the annual holiday party, all-school meetings, and special occasion receptions/dinners. Manages small catering needs for meetings, faculty lunches, etc.
• Ensures Executive/Dean's Office facilities are well maintained, supplied, and in good physical condition. Works with Facilities staff to troubleshoot issues and purchases supplies as needed.

Manages the Executive/School's Lecture Series and Master Calendar.

• Works with Lecture Series Committee chairs and the executive/dean to develop a lecture series schedule and budget, if applicable.
• Tracks all expenses and reconcile budget at the end of the fiscal year.
• Coordinates itineraries and travel arrangements with visiting lecturers and faculty hosts; organizes all aspects of lecture including technical support, receptions, and post-lecture dinners.
• Works with visiting lecturers, faculty, and student leaders to develop and organize meaningful experiences outside of scheduled lectures.

Supports Office of the Executive/Dean strategic and academic initiatives.

• Conducts research, drafts written material, and produces presentation slides and charts for the Executive/Dean.
• Prepares thank you letters for donors and assists with Alumni & Development activities, including special events, National Council meetings, and mailings.
• Supports academic administration efforts including development of materials for tenure and promotion cases and materials for university accreditation.
• Supports department/school-sponsored symposia and conferences.
• Researches and identifies potential student engagement opportunities.
• Works with the Communications Office to develop and coordinate a publicity strategy internally and to the St. Louis community.
• Works with Alumni & Development to steward lecture donors.
• Creates and manages any public lectures.
• Manages the master calendar for department/school working with Communications, the Directors' Offices, and others to maintain an accurate and up-to-date resource for the entire department/school.

Performs other duties as assigned.

Working Conditions:

Job Location /Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at desk or table.
• Repetitive…