Scheduled Hours

37.5

Position Summary

Provide high-level administrative and project support using considerable judgment, tact, creativity and initiative. Manage daily activities of the EVA/CAO (Executive Vice Chancellor and Chief Administrative Officer): serving as the primary point of contact for visitors to meet with the EVC/CAO. Responsible for effective scheduling calendars, backups, and creating and managing complex presentations for the EVC/CAO. Manages travel, confidential correspondence, mailings, and oversees setup/cleanup of meetings. This position works closely with senior leadership to ensuring various project deadlines are met and responses are well-coordinated and well-executed.

Job Description

Primary Duties & Responsibilities:

• Ensures most efficient use of time by anticipating and preparing daily schedule. Schedules, prioritizes various requirements and initiatives for the EVC/CAO including effective scheduling and maintains appointment calendar.  Anticipates and ensures that all meeting details, confirmations, back-up materials, presentations, and provide necessary talking points. Communicates with leadership on upcoming deadlines and preparation details.
• Investigates issues and problems which need direct and immediate involvement and response by the EVC/CAO. Drafts, prepares and otherwise communicates responses to urgent and nonurgent requests for the EVC/CAO. Interact regularly with university leadership, faculty, staff, and students on behalf of the EVC/CAO's office, and manages all administrative responsibilities necessary to representing the EVC/CAO's office in a professional and organized manner.
• Provides executive support. Ensures that all requests, communications, and demands made of the EVC/CAO's office are addressed in a timely, high quality way. Ensures that all deadlines are met. Ensures that all tasks and administrative responsibilities of the EVC/CAO's office are met on time, professionally, and responsibly. Regularly communicates/updates EVC/CAO and other leadership on projects, requests, processes, and issues.  Solves administrative problems with care, diplomacy, and professional judgement.
• Strategically coordinates and supports numerous EVC/CAO's committees. Manages timeline to meet project deadlines.  Works closely with committee leader to produce anticipated project expectations. Serves as liaison between leadership, school, university, and community constituents. Uses discretion for problem solving and  in responding on behalf of the EVC/CAO if information is known, and prioritizes mail, call backs, etc. Serves as primary contact for the EVC/CAO; refers inquiries to appropriate departments/personnel as necessary and responds on EVC/CAO's behalf.
• Schedules and coordinates travel including transportation, lodging, registration, and visa/passport as required. Complete travel reimbursement documents and travel expense reports in the WashU financial system.
• Manage the purchase of supplies, equipment, and services. Accurately process invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers on a timely basis using WashU’s financial system. Maintain files for reconciling and any audit purposes. Schedule and contract meeting rooms, arrange catering and rentals. Serve as leader being responsible for ensuring the overall setup of catered events, including the original  set up and organizing cleanup. Identifies areas for efficiency gains and cost savings for budget and locating more cost effective alternatives.
• Prepares confidential correspondence and all materials for the EVC/CAO, senior staff and other officials. Assumes responsibility to prepare and assemble materials required by the EVC/CAO for meetings and events and takes ownership for anticipated materials for meeting preparation. Researches, compiles and summarizes issues, policies and topics; provides background information, talking points and briefing materials as necessary.  Prioritizes issues and decides which need direct and immediate involvement and response by the EVC/CAO. Formulates, writes, or otherwise communicates responses for the EVC/CAO.
• Manages annual or biannual events such as orientations, committee meetings, conferences, as needed out of the EVC/CAO's Office.  May require participation in such meetings to serve as vendor liaison and/or secretary to the committee.
• Serves in leadership role for managing EVC/CAO's Office Team meetings, drafting agendas, assigning roles, inviting speakers, special events, and educating the team on EVC/CAO's Office updates.
• Conducts research, drafts written material, creates talking