Executive Coordinator - Chancellor's Office

Scheduled Hours

37.5

Position Summary

Provides essential administrative, scheduling, and operational support to the Chancellor’s Office, working in close partnership with and under the direction of the Senior Executive Assistant to the Chancellor. Focuses on calendar management, financial and administrative processing, office coordination, and ensuring the smooth day-to-day functioning of the Chancellor’s Office. Serves as a key backup to the Senior Executive Assistant to ensure continuity of operations. Requires professionalism, discretion, sound judgment, and the ability to manage multiple priorities in a fast-paced, high-volume environment.

Job Description

Calendar and Scheduling Support

• Manage and maintain the Chancellor’s calendar for routine and recurring activities, including scheduling, rescheduling, and canceling meetings as directed.

• Review meeting requests, assess priority and urgency, and help resolve scheduling conflicts.

• Schedule standing meetings and coordinate logistics for internal and external meetings.

• Prepares, edits, proofreads, and formats routine documents, correspondence, and presentation materials as requested.

• Receives, screens, and routes calls, visitors, and routine inquiries, escalating as appropriate.

• Provide full backup calendar and scheduling support during the Senior Executive Assistant’s absence.

• Provides administrative and scheduling support for affiliated activities related to the Chancellor’s role, including coordination of events, meetings, travel logistics, and transportation arrangements as directed.

Administrative and Financial Support

• Process and reconcile purchasing card transactions, travel expenses, and administrative purchases in the university’s financial systems.

• Process invoices, reimbursements, internal transfers, and payments for office-related expenses and services as directed.

• Maintain organized records related to expenses, payments, and administrative transactions.

• Monitor incoming mail and route correspondence or coordinate follow-up as appropriate.

• Handles routine sensitive or confidential information with discretion and in accordance with institutional policies.

Office and Executive Support

• Provide administrative support for the Chancellor’s Office, including meeting preparation, document organization, and coordination of daily needs.

• Coordinate office logistics such as meal orders, basic hospitality needs, and meeting support.

• Assist with preparation and organization of digital files and materials for meetings and travel.

• Interacts professionally with internal and external stakeholders, escalating issues or requests to the Senior Executive Assistant as appropriate.

Collaboration and Team Support

• Work closely with the Senior Executive Assistant to ensure priorities are aligned and workflows are efficient.

• Follows up on routine requests and assignments as directed to help ensure timely completion and information flow.

• Provide proactive support on projects, scheduling needs, and administrative tasks as assigned.

• Serve as a reliable operational partner to ensure the Chancellor’s Office runs smoothly and efficiently.

• Applies good judgment to manage competing priorities and ensure timely, accurate administrative support.

Backup and Coverage

• Provide full administrative and scheduling backup for the Senior Executive Assistant during vacations, illness, or other absences.

• Ensure continuity of service and responsiveness during periods of high volume or time-sensitive demands.

• Provides backup coverage for the Chancellor’s Office reception desk, ensuring consistent front-office support as needed.

Perform other duties as assigned.

Working Conditions:
Job Location/Working Conditions

• Normal office environment.

Physical Effort

• Typically sitting at a desk or table.

Equipment

• 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.

Required Qualifications

Education:

Bachelor's degree - Administrative Services

Certifications/Professional Licenses:

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

Work Experience:

Administrative Management (5 Years), Project Management (5 Years)

Skills:

Not Applicable

Driver's License:

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

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

Master's degree - Administrative Services

Certifications/Professional Licenses:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Emotional Intelligence, Exercises Judgment, Interpersonal Communication, Leadership, Leadership Communication, Microsoft Office, Multitasking, Oral Communications, Professional Integrity, Professional Management, Project Administration, Stakeholder Relationship Management, Stress Management, Team Coordination, Written Communication

Grade

G14

Salary Range

$75,200.00 - $128,800.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email CandidateQuestions@wustl.edu or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.