Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
The Administrative Assistant reports to and supports the Director of Regional and Special Events, supports the Associate Director responsible for the Beyond Brookings program and is responsible for event planning in three to five cities.
PRIMARY DUTIES AND RESPONSIBILITIES:
Manage event planning and logistics for local and regional events.� Research to determine venue, caterer, d�cor and other details and make recommendations to the Director.� Contract with vendors, negotiate terms, investigate and resolve discrepancies.� Manage cost control for events, in collaboration with the Director, Vice Chancellor for Development and the Business Manager.� Prepare check requests for payments, utilizing Washington University accounting policies and procedures.� Assist with the production of event invitations and programs, RSVPs, and appropriate recognition for event hosts.� Manage multiple events simultaneously.
Provide administrative assistance for the Director of Regional and Special Events and for the Associate Director responsible for the Beyond Brookings program.� Manage calendars, organize meetings, maintain electronic and physical files and cover phones.
Assist with and manage all administrative aspects of the Beyond Brookings program - Chancellor-hosted weekend events for our most important high-level donors and prospects.� Assist with research, prepare correspondence and event materials, book transportation and accommodations.� Maintain Beyond Brookings Filemaker Pro databases and provide reports using Excel.� Staff Beyond Brookings and other high-profile events.� Assist with other special events, including Regional Campaign Kickoffs.� Work with the Chancellor’s and Executive Vice Chancellor’s offices.
Assist with the 100+ events by managing several Regional and Major Gifts team-wide complex projects as assigned.� Examples include shipping logistics, maintaining the supply and inventory of gifts for donors and preparing gifts for Executive Travel.� Arranging transportation and accommodations for students and staff.
Works with Public Affairs to manage and produce invitations and programs for MGCP.� Proofreads invitations and programs for accuracy.
Assist with the overall departmental workflow as needed.� This may include assisting the Vice Chancellor, Regional Development Programs, and Corporate Relations.� Assist with the Chancellor’s and Dr. Danforth’s holiday card mailings.
Other duties as assigned to support goals of the Regional and Special Events and Major Gifts and Capital Projects.
High school plus 3 years of work experience, or equivalent combination of education and experience.
Other relevant skills:
Highly motivated.� Courteous interpersonal skills and professional telephone skills for effective interactions at all times, assisting internal and external individuals.� Diplomacy with the ability to work as part of a team in high-pressure situations.� Ability to resolve conflicts with vendors regarding logistical details of events.� Flexibility in a fast-paced and complex organizational environment.� Strong ability to multi-task, organize, and prioritize competing assignments with little or no supervision.� Excellent verbal and written communication skills.� Excellent typing and proofreading skills with precise attention to detail.� Proficient with computers and software packages including Microsoft Office.� Ability to exercise considerable initiative and judgment in planning and carrying out assignments.� Ability to handle confidential information in a discrete and responsible manner.� Willingness to learn the role of development and the mission of the university.�
Bachelor’s degree. Administrative experience within a university setting. Experience in event planning and management. Experience in budgeting and forecasting. Experience with a complex database. Experience with Microsoft Outlook.
The hiring range for this position is $17.14 - $17.74 per hour.
-Retirement Savings Plan -22 vacation days -10 Paid Holidays -Sick Time -Tuition benefits for employee, spouse and dependent children -Free Metro Link/ Bus pass -Free Life Insurance -Health, Dental, Vision -Health Savings Accounts (HSA) -Long Term Disability Insurance -Flex Spending Plan -Other Benefits
Human Resources website (hr.wustl.edu)
This position is full-time and works approximately 37.5 hours per week. Ability to work occasional overtime, evenings and weekends as necessary.
Department Name/Job Location:
This position is in the Department of Alumni and Development Programs. This position is for the Danforth Campus.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.