Executive Assistant

Position Title: Executive Assistant

Department: President’s Office

Advertised
Pay: Base $24.68/hour with potential for a higher entry rate commensurate with experience

Campus Location:
Washburn University

Application Review: Application review will begin as applications are received and will continue
until the position is filled.

Position Summary: The Executive Assistant (EA) for the President’s Office reports to
and is supervised by the Senior Executive Assistant to the President. The EA will carry out responsibilities as outlined below. The normal
work hours for the EA will be Monday through Friday from 8:00 a.m. to 5:00 p.m. The EA will need to have a flexible work schedule to staff
special events, including but not limited to events at the President’s residence and commencement. These events may occur early in the
morning, in the evening, or on the weekends.

About Washburn University: Washburn University is a teaching-focused,
student-centered, public institution located in the metropolitan setting of Topeka that has earned national recognition for its high-impact
programs for first-generation students. Washburn has a student body of just over 7,000 students, a significant and growing number of whom
are first-generation and Pell-Grant eligible. The University has created educational pathways for all students to be successful and achieve
their educational goals.

Washburn is dedicated to recruiting and retaining a dynamic faculty, staff, and student body and cultivating
a robust learning and working environment and curriculum. We employ more than one thousand faculty and staff on our campuses throughout
Topeka and strive to offer competitive wages, an excellent benefits program, and a supportive culture and a healthy work/life balance.
Washburn seeks to create an environment that reflects our core values for creating positive IMPACT: inclusion, modernization, partnership,
achievement, community and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for, according
to Great Colleges to Work For® program.

Essential Functions:
Office Administrative Support
The EA is primarily
responsible for providing administrative support to the Office of the President, as directed by the Senior Executive Assistant to the
President, and to the Title IX, Equal Opportunity Director.

Primary responsibilities under the Office of the President include the
following:

• This role is an extension of the Office of the President and Board of Regents and must display the highest level of
  professionalism and confidentiality with the ability to demonstrate tact, calm, diplomacy, and problem-solving skills with a customer
  service mindset.
• Contribute to a working environment that is team-oriented, anticipatory, supportive, and collaborative.
• Demonstrate ability to establish and maintain cooperative relationships with those contacted in the course of work and respond to
  sensitive matters and/or situations with discretion, tact, and confidentiality.
• Assist with the daily operations of the Office of
  the President and manage the President’s Residence (Ross House) in collaboration with the Senior Executive Assistant.
• Responsible
  for the distribution of the President’s Honor Roll.
• Serve as the backup to the Senior Executive Assistant (SEA) to the President
  and assist with the following functions as directed:

o Schedule meetings as directed by the President or Chief of Staff.
o
Maintain the President’s day-to-day schedule.

• Responsible for business expense-related tasks for the Office of the President,
  including processing permissible transactions using the Washburn issued credit card, ordering supplies, submitting internal requests, and
  similar tasks, following established Washburn policies and procedures.
• Maintain high-profile decorum in the office in speech,
  demeanor, manners, and professional attire.
• Provide event administrative support for special events from conception to clean-up
  for the President’s Office and the President’s residence:

o Work with the Senior Executive Assistant to determine the budget for
each event.
o Attend events when required to direct final preparations, resolve problems that may arise, and ensure that the events run
smoothly.
o Assist with planning meetings to establish timelines and deadlines for all aspects of the events.
o Plan and order
catering as needed.
o Manage invitation guest lists, mail or email invitations, and collect RSVPs.
o Serve as liaison with vendors on
event-related matters.
o Process expenditures related to Presidential events.
o Work collaboratively with other Washburn and
Foundation staff when events are co-sponsored.

• Attend all Washburn fall and spring commencement ceremonies, including the Washburn
  Tech and Washburn Law ceremonies, and help with the following:

o Work within the commencement budget to order and purchase
supplies and arrange services required for commencement.
o Work with the Senior Executive Assistant to finalize all details related to
the commencement ceremonies.
o Work with Washburn departments such as the Ichabod Shop (to facilitate order and distribution of
graduation regalia and apparel), academic units (to distribute name cards and honor cords for the ceremony), facilities services (to ensure
appropriate and timely set-up of stage and chairs), external vendors (florist, printing, etc.), and others as necessary to facilitate their
commencement preparations.
o Compile information and collaborate to ensure the development of the commencement program and work with the
printer to ensure timely delivery.
o Process expenditure related to commencement activities.

Primary responsibilities under the
Title IX, Equal Opportunity Director include the following:

• Manage the Title IX, Equal Opportunity Director’s calendar, coordinating
  with internal and external partners including but not limited to scheduling or rescheduling meetings/trainings, conference meetings, and
  on-site visits.
• Order supplies for the Director in accordance with Washburn policies and procedures.
• Responsible for
  all business expense-related tasks for the Title IX, Equal Opportunity Director, including processing permissible payment vouchers and
  transactions using the Washburn issued credit card following established Washburn policies and procedures.
• Arrange travel
  (flights, hotels, car services, registration, etc.) as requested. Submit travel documentation (receipts, meeting itineraries) for processing
  for the Title IX, Equal Opportunity Director.
• Assist in monitoring the Title IX, Equal Opportunity Director’s budget.
• Maintain filing systems including confidential files for the Equal Opportunity Office.
• Prepare professional and accurate
  correspondence as needed.
• May field complaints brought to the Office of the President and the Title IX, Equal Opportunity
  Director. Answer questions and/or refer callers to appropriate individuals based on Washburn policies and procedures.
• Contribute
  to the overall success of Washburn by performing additional job-related duties and responsibilities as assigned or as appropriate.

Required Qualifications:

• Bachelor’s degree or a combination of post-secondary education and relevant
  administrative support experience equivalent to a degree, plus three years of relevant experience.
• Demonstrated ability to
  successfully manage complex tasks while maintaining strong organization, effective time management, excellent customer service, and close
  attention to detail.
• Ability to work independently and with a team construct.
• Demonstrated effective interpersonal and
  verbal and written communication skills.
• Demonstrated proficiency in typical office technology and software programs. (i.e.
  Excel, Word, PowerPoint, Outlook, Adobe, Zoom, Teams, etc.).
• Ability to maintain confidentiality and work independently.
• Demonstrated ability to prepare high-quality written materials, ensuring accuracy, consistency, and adherence to organizational
  standards.

Preferred Qualifications:

• A bachelor’s degree.
• Two or more years of relevant
  and progressively responsible administrative and project management work experience in a college or university, or a similarly complex
  public or private organization.
• Experience supporting an executive-level office or legal office.
• Experience organizing
  and managing events.

Hourly, Full-Time
Background Check Required

EEO Statement

Washburn is
dedicated to providing a student-centered and teaching focused academic environment and a curriculum that engages the diversity of human
experience across the globe. We seek candidates who are committed to Washburn’s efforts to create a climate that fosters the growth and
development of a diverse student body, and we encourage applications from members of groups that have been historically underrepresented in
higher education. Application materials should clearly articulate how the candidate will contribute to the University’s commitment to
diversity and inclusion through their teaching, research, and/or service.

Washburn University is an EOE. Washburn University provides
equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin,
ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

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