Executive Assistant to the Dean (Hybrid) - School of Continuing and Professional Studies job opportunity at WashU.

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WashU Executive Assistant to the Dean (Hybrid) - School of Continuing and Professional Studies
Experience: 1-year
Pattern: hybrid
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Executive assistant

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degreeDiploma
loacation Hybrid locations Washington University Danforth Campus, United States Of America
loacation Hybrid locatio..........United States Of America

Job Description Primary Duties & Responsibilities: Executive Support #Assists with research and #data gathering and analysis in support of CAPS’ long-range planning, including highly confidential materials. Prepares confidential correspondence and materials for the dean and senior staff, #designing presentations and writing and preparing reports, communications, letters, memos, and emails. Maintains significant substantive knowledge of CAPS’s academic and outreach programs and of the school’s relationships with a large network of internal and external stakeholders at the university and across the St. Louis region. Ensures that all requests, communications, and demands made of the Dean’s office are addressed in a timely, high-quality manner, ensuring deadlines are met. Serves as primary contact for the Dean; refers inquiries to appropriate departments as necessary and responds on the Dean’s behalf. Schedules, prioritizes, and maintains the Dean’s calendar and manages phone calls; anticipates the Dean’s workload and plans time blocks for travel, speech preparation, development work, board meetings, etc.; tracks phone calls, takes messages, and assists callers in Dean’s absence. Arranges and sets-up appointments for a variety of complex and large-scale meetings including faculty, program coordinators, students, staff, donors, alumni, corporations, district representatives, community leaders, etc.; coordinates all communication and makes all arrangements. Assists in planning events hosted by the dean, including receptions, parties, academic and professional panels, stakeholder gatherings, and speaking events. Coordinates travel arrangements, including ground/air travel, accommodations, preparing materials, details of reservations, logistics, appointments, etc.; manages travel expenses and reimbursement in Workday. School Administration Oversees and ensures the daily administrative operations run smoothly, including managing support, placing supply orders, and maintaining the school’s resource and shared calendars. Assists with new hire onboarding and the department orientation process. Provides onboarding, supervision, and space assignment for federal work-study students. Assists in communicating internal staff news and policy changes, coordinating planning for internal staff events, and in the development and delivery of staff events and team-building initiatives. Renews and manages the department’s annual memberships and subscriptions (publications, professional organizations, etc.). Ensures all confidential administrative and correspondence files are maintained and available as needed; manages school agreements and MOU’s, tracks effective, termination, and renewal dates Assists with special projects and duties outside of CAPS: within WashU Central Administration, with other Departments and Schools, and national and international professional organizations. Other Duties Support and represent CAPS at department-sponsored events (i.e. Recognition Ceremony, Fall Welcome, alumni events, faculty and program coordinator events, staff events). Other duties as assigned to support CAPS’ administration, staff, faculty, students and external stakeholders

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