Executive Assistant, Vice Chancellor for Student Affairs

The Executive Assistant plays a vital role in advancing the mission of Student Affairs by serving as a strategic
partner to the Dean of Students and providing executive-level support to the Directors of Human Resources, Marketing & Communications,
Finance, and Assessment & Strategic Initiatives within the Vice Chancellor of Student Affairs’ senior leadership team. This position
requires a proactive, highly organized professional who thrives in a fast-paced environment, anticipates leadership needs, manages complex
administrative and project priorities, and builds strong relationships across the university. Through exceptional customer service,
discretion, sound judgment, and attention to detail, the Executive Assistant helps ensure the seamless operation of the leadership team
while contributing to initiatives that enhance the student experience and support the division’s strategic
priorities.

Essential Functions

Executive Communications & Documentation

• Serve
  as a trusted communication partner for the Dean of Students and Directors of Human Resources, Marketing & Communications, Finance, and
  Assessment & Strategic Initiatives by managing correspondence, communications, and information flow with professionalism, discretion, and
  sound judgment.
• Draft, proofread, edit, and distribute a variety of written communications, including executive correspondence,
  announcements, newsletters, presentations, reports, event materials, and time-sensitive communications. Ensure all materials are polished,
  accurate, and aligned with university branding and style standards.
• Collaborate with the Senior Executive Assistant to develop,
  edit, and maintain reports, handbooks, standard operating procedures, presentations, and other complex documents by synthesizing information
  from multiple sources into clear, concise, and actionable materials.
• Manage one or more departmental email resource accounts,
  prioritizing inquiries, responding independently when appropriate, and ensuring timely, professional communication with students, families,
  faculty, staff, and campus partners.
• Act as a primary point of contact for assigned senior leaders by screening phone calls,
  monitoring communications, routing requests, and exercising sound judgment when addressing sensitive or confidential
  matters.
• Prepare comprehensive meeting materials, agendas, briefing documents, and supporting resources; record attendance and
  meeting minutes; and ensure accurate documentation and timely follow-up on action items.
• Research, gather, compile, and verify
  information from a variety of sources to support executive decision-making, strategic planning, divisional initiatives, and reporting
  requirements.
• Develop and maintain organized electronic and physical records management systems that ensure efficient retrieval of
  information while safeguarding confidential and sensitive documents in accordance with university policies.

Calendar &
Meeting Management

• Strategically manage complex calendars for the Dean of Students and Directors of Human Resources,
  Marketing & Communications, Finance, and Assessment & Strategic Initiatives by prioritizing competing demands, coordinating schedules,
  resolving conflicts, and ensuring leaders’ time is aligned with divisional priorities.
• Anticipate leadership needs by proactively
  reviewing upcoming schedules, identifying potential conflicts, preparing briefing materials, and ensuring executives are fully equipped for
  meetings, events, and key engagements.
• Serve as a trusted partner in calendar planning by exercising sound judgment when scheduling
  appointments, balancing competing priorities, and making independent decisions regarding scheduling adjustments and
  requests.
• Coordinate all logistical aspects of meetings and events, including reserving facilities, securing technology and
  audiovisual equipment, arranging catering, preparing agendas and meeting materials, and ensuring seamless execution from planning through
  follow-up.
• Support executive meetings by tracking action items, monitoring deadlines, and facilitating timely follow-up to promote
  accountability and successful completion of strategic initiatives.
• Build and maintain collaborative relationships with internal and
  external stakeholders to coordinate schedules, facilitate communication, and ensure an exceptional experience for meeting participants and
  guests.

Executive Travel & Logistics

• Coordinate comprehensive domestic and international travel
  arrangements for the Dean of Students, Directors, staff, and invited guests, including airfare, lodging, ground transportation, conference
  registrations, and other travel-related logistics while ensuring compliance with university policies and budget guidelines.
• Develop
  detailed travel itineraries that include schedules, meeting information, confirmations, directions, maps, and other essential travel
  resources to ensure a seamless travel experience.
• Anticipate travel needs by proactively coordinating logistics, confirming
  reservations, monitoring travel schedules, and preparing executives with all necessary materials before departure.
• Provide
  responsive support before, during, and after travel by managing itinerary changes, resolving travel-related issues, and serving as a point
  of contact to minimize disruptions and ensure continuity.
• Reconcile travel documentation, maintain accurate travel records, and
  assist with expense reporting and reimbursement processes in accordance with university procedures.
• Build and maintain effective
  relationships with conference organizers, hotels, vendors, and university partners to facilitate efficient travel planning and exceptional
  service.

Executive & Customer Relations

• Serve as the primary point of contact for the Dean of Students and
  assigned members of the Student Affairs senior leadership team, creating a welcoming, professional, and responsive experience for students,
  families, faculty, staff, alumni, campus partners, and visitors.
• Represent the Office of the Vice Chancellor of Student Affairs with
  exceptional customer service, professionalism, diplomacy, and discretion while fostering positive relationships with internal and external
  stakeholders.
• Assess incoming inquiries, communications, and requests by determining priority, urgency, and appropriate next steps;
  independently resolve routine and complex issues while ensuring timely and accurate responses.
• Exercise sound judgment and
  discretion when handling sensitive, confidential, or emotionally charged situations involving students, families, faculty, staff, and
  community members.
• Identify issues requiring executive attention and appropriately escalate urgent or complex matters to the Dean of
  Students or other senior leaders while ensuring seamless communication and follow-through.
• Serve as a knowledgeable resource on
  departmental and university policies, procedures, and services by providing accurate information and connecting individuals with appropriate
  campus resources.

Project & Event Coordination

• Partner with the Senior Executive Assistant to coordinate
  and advance strategic initiatives, operational projects, and divisional priorities that support the mission and goals of Student
  Affairs.
• Assist in planning, organizing, and executing a variety of on- and off-campus meetings, conferences, receptions,
  recognition events, retreats, and special programs by managing timelines, logistics, communications, and event
  deliverables.
• Coordinate project activities by tracking milestones, monitoring deadlines, following up on action items, and ensuring
  projects progress efficiently and are completed on schedule.
• Collaborate with departments across the Division of Student Affairs and
  university partners to coordinate resources, communicate project updates, and support successful execution of divisional
  initiatives.
• Serve as the primary coordinator for conference room scheduling and space utilization by managing reservations,
  coordinating room configurations, securing technology and meeting resources, and ensuring spaces are prepared for a seamless meeting
  experience.
• Coordinate vehicle reservations and other operational resources to support meetings, events, and divisional business
  while maximizing efficiency and resource availability.
• Identify opportunities to improve event planning processes, project
  workflows, and operational procedures to enhance efficiency and service delivery across the division.

Executive Office
Operations & Administrative Management

• Oversee the daily operations and effectiveness of the Vice Chancellor of Student
  Affairs administrative suite, ensuring a professional, welcoming, and highly functional environment that supports senior leadership and
  division operations.
• Manage office resources, supplies, equipment, and operational needs by anticipating requirements, coordinating
  purchases, maintaining inventory, and identifying opportunities to improve efficiency and service delivery.
• Coordinate
  administrative processes including purchasing, expense reconciliation, procurement card management, mail distribution, vendor coordination,
  office access needs, name badges, stationery, and other operational functions.
• Serve as a liaison with campus partners, vendors, and
  service providers to coordinate office maintenance, technology needs, equipment support, and other operational requests.
• Maintain
  organized systems and processes that support the smooth functioning of the executive suite, including records, resources, workflows, and
  shared office procedures.
• Provide operational support and backup for key administrative functions, ensuring continuity of service
  during high-demand periods or staffing transitions.
• Support occasional business-related errands and logistical needs, including
  local transportation of materials or resources, as necessary to support leadership and divisional priorities.

Staff
Support & Talent Coordination

• Partner with the Senior Executive Assistant in supporting the management and development of
  student employees, including recruitment, onboarding, scheduling, training, performance feedback, and ongoing mentorship to foster a
  professional, service-focused team environment.
• Assist in creating a positive and consistent student employee experience by helping
  establish expectations, providing guidance, and supporting the development of skills aligned with departmental needs and organizational
  values.
• Coordinate administrative logistics for leadership searches and recruitment processes, including developing candidate
  itineraries, arranging travel and lodging, preparing interview schedules, and ensuring a seamless experience for candidates, search
  committees, and campus partners.
• Serve as a professional representative of the Division of Student Affairs throughout the search
  process by providing timely communication, exceptional hospitality, and attention to detail.
• Collaborate with leadership team
  members and campus partners to coordinate interview materials, schedules, meeting spaces, and follow-up communications that support
  successful recruitment efforts.
• Maintain confidentiality and exercise sound judgment when handling sensitive personnel information,
  candidate communications, and employee-related matters.

Additional Responsibilities

• Serve as
  the primary backup and operational partner to the Senior Executive Assistant supporting the Vice Chancellor of Student Affairs, providing
  continuity of executive support and ensuring seamless leadership operations during periods of absence, high-volume activity, or competing
  priorities.
• Develop a strong understanding of executive office processes, priorities, and workflows to effectively anticipate needs,
  provide support, and maintain consistent service across the Vice Chancellor of Student Affairs leadership team.
• Demonstrate
  flexibility and adaptability by contributing to additional projects, initiatives, and responsibilities that support the mission, goals, and
  operational needs of the Division of Student Affairs.
• Participate as an engaged member of the Student Affairs team by fostering
  collaboration, continuous improvement, and a commitment to exceptional service for students, colleagues, and university
  partners.

Shift

• This position operates primarily Monday through Friday, 8:00 a.m. – 5:00
  p.m., with flexibility needed to support the operational needs and priorities of the Vice Chancellor of Student Affairs leadership
  team.
• Occasional evening and weekend hours may be required to support divisional events, leadership engagements, student-focused
  programs, and other high-priority initiatives.
• From time to time, additional hours outside the normal schedule may be necessary to
  support time-sensitive projects, campus initiatives, or business needs. Advance notice will be provided whenever possible.
• The
  successful candidate will demonstrate adaptability, strong time management, and a commitment to ensuring seamless support for students,
  colleagues, and university partners.

Minimum Qualifications

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

Preferred Qualifications

• Demonstrated experience providing executive-level administrative support,
  coordinating complex priorities, and serving as a trusted partner to senior leaders in a fast-paced professional
  environment.
• Demonstrated experience managing competing priorities, coordinating complex schedules, preparing professional
  communications, and supporting leaders or teams with a high degree of discretion and attention to detail.
• Ability to anticipate
  needs before they are communicated, proactively identify challenges, and take initiative to ensure leaders are prepared and priorities are
  successfully advanced.
• Exceptional written and verbal communication skills, including the ability to draft, edit, and proofread
  professional correspondence, reports, presentations, and other materials with accuracy and attention to detail.
• Strong
  organizational skills with the ability to manage multiple priorities, balance competing demands, meet deadlines, and maintain effective
  systems and processes.
• Ability to exercise sound judgment, maintain confidentiality, and appropriately handle sensitive, complex, or
  time-sensitive situations with professionalism and discretion.
• Strong interpersonal skills with the ability to actively listen,
  build relationships, collaborate with diverse groups, and provide a welcoming and professional experience for students, families, faculty,
  staff, and campus partners.
• Demonstrated ability to remain calm under pressure, adapt to changing priorities, independently solve
  problems, and identify opportunities for continuous improvement.
• Experience coordinating executive calendars, meetings, events,
  travel, projects, or administrative operations.
• Proficiency with technology and office productivity tools used to support
  communication, organization, reporting, and workflow management.
• Valid driver’s license and ability to assist with occasional local
  transportation needs.

Anticipated Hiring Range

Salary Range: $18.87 – $29.25 per hour

Grade: GGS
008

University Title: Executive Assistant

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

Application Materials

• Current resume highlighting relevant administrative, executive
  support, project coordination, and operational experience.
• Cover letter describing your interest in the position and how your skills
  and experience align with supporting senior leadership, managing competing priorities, and advancing organizational goals.
• Three or
  more professional references, including at least one current or former supervisor who can speak to your ability to provide high-level
  support, demonstrate sound judgment, maintain confidentiality, and successfully manage complex responsibilities.

Sponsorship Information

Employment visa sponsorship is not available for this
position.

Benefit Eligibility

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/departments-staff/human-resou
rces/benefits-retirement
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.

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