Executive Assistant, Vice Chancellor of Student Affairs

Vice Chancellor of Student Affairs

Summary
The Executive Assistant provides comprehensive administrative and project support to members of the Vice Chancellor of Student Affairs' senior leadership team, mainly supporting the Dean of Students and assisting the Directors of Human Resources, Marketing/Communication, Finance, and Assessment & Strategic Initiatives. This position will provide outstanding customer service to students and their families, our employees and other university stakeholders. In addition, the Executive Assistant will be reliable and detail-oriented, capable of managing a varied range of responsibilities and enhancing the efficiency of the Vice Chancellor of Student Affairs Leadership Team.

Essential Functions

Communication, Writing, and Documentation

• Correspond in writing and assist with proofreading and editing, including drafting routine messages, urgent communications, electronic newsletters, emails, and materials for conferences or events. Ensure all content follows style guidelines and is accurate and error-free.
• Assist the Sr. Executive Assistant in reviewing, inputting, revising, storing, and retrieving correspondence, charts, tables, photographs, handbooks, written procedures, and other documents; assist with drafting large documents by synthesizing data from multiple sources for reports.
• Serve as a point of contact for leadership, answering calls, taking messages, and responding to emails
• Maintain organized filing systems to ensure accurate retrieval of documents while upholding confidentiality for sensitive information.
• Prepare meeting materials, supporting documents, take attendance, and record minutes as required.
• Gather, compile, and verify information for reports to support leadership decision making and planning.
• Manage one or more email resource accounts with professionalism and discretion, ensuring timely responses and effective communication within the department.
  

Calendar & Meeting Management

• Efficiently manage calendars for multiple director level positions, scheduling meetings, appointments, and events while ensuring optimal time allocation, avoiding conflicts, and ensuring all deadlines are met.
• Proactively review leaders' calendars to anticipate needs, gather materials, and ensure preparedness for upcoming engagements.
• Schedule and coordinate meeting facilities, equipment, meals, and all related logistical details to ensure successful execution of meetings, receptions, social events, and large or complex special events.
  

Travel Coordination

• Coordinate travel arrangements for directors, staff, and guests, including booking flights, hotels, rental cars, and other accommodations.
• Develop detailed trip itineraries, compile driving directions and maps, and provide remote support during travel via telephone, email, or other communication means.
  

Customer Service & Front Facing Support

• Greet and assist visitors-including staff, faculty, alumni, students, and campus guests-by providing information using knowledge of organizational policies and procedures.
• Assess incoming communications and requests to determine urgency and importance, resolving parent and student concerns independently and using sound judgment.
• Identify when sensitive or urgent matters should be elevated to the Dean of Students or leadership team.
  

Event & Project Coordination

• Assist the Sr. Executive Assistant with projects across the Division of Student Affairs.
• Assist the Sr. Executive Assistant in planning, developing, scheduling, coordinating, and executing administrative details for on- and off-site events, including meetings, receptions, and special functions.
• Reserve conference rooms and vehicles; act as primary coordinator for conference room scheduling and usage, ensuring availability and facilitating efficient use of the space.
  

Office & Administrative Management

• Oversee the appearance, functionality, and operations of the administrative suite, including the kitchenette, office supplies, copiers, cleaning and equipment maintenance.
• Perform office management duties such as purchasing, processing monthly submissions, reconciling purchasing cards, processing mail, distributing phone lists, issuing name badges, ordering stationery, handling vendor parking permits, and providing backup for key management.
• Run errands as needed, which may require walking or driving.
  

Staff Supervision & Search Support

• Assist the Sr. Executive Assistant in managing student staff, including hiring, scheduling, training, development, and ongoing mentorship to ensure high-quality customer service.
• Assist the leadership team in serving as coordinator for staff searches by building itineraries, arranging travel and lodging, and ensuring a smooth and professional interview experience.

Additional Responsibilities

• Act as the primary backup for the Sr. Executive Assistant who supports the Vice Chancellor of Student Affairs.
• As with all positions, involvement with other duties and responsibilities is expected in order to serve and maintain our departmental and Student Affairs mission.

Monday - Friday; 8:00 AM - 5:00 PM

This position may require evening and weekend hours supporting activities and programs within the department. Occasionally division and campus projects may require additional hours outside of your normal schedule.

Bachelor's degree or an equivalent combination of education and experience and at least 3 years of experience from which comparable knowledge and skills can be acquired is necessary

• Ability to actively listen. Present with an outgoing, friendly, and professional approach
• Valid driver's license
• Strong writing and editing skills
• Highly organized, able to multitask
• Able to manage challenging situations
• Detail-oriented

$18.87 - $28.85 per hour, paid on a biweekly basis
GGS/PAT Level: 008
University Title: Executive Assistant

Internal applicants can determine their university title by accessing the Talent Profile tile in myHR.

Complete application, and upload the following: resume, cover letter, and 3 or more professional references which must include at least one supervisor.

This position is eligible for University benefits. As part of your total compensation, the University offers a comprehensive benefits package, including medical, dental and vision plans, retirement, paid time off, short- and long-term disability, paid parental leave, paid caregiver leave, and educational fee discounts for all four UM System campuses. For additional information on University benefits, please visit the Faculty & Staff Benefits website at https://www.umsystem.edu/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please call the Director of Accessibility and ADA at 573-884-7278.