FREE ACCESS
5,000–10,000 jobs/day
See all jobs on Scoutfield
Search thousands of fresh jobs every day.
Discover
- Fresh listings
- Fast filters
- No subscription required
Create a free account and start exploring right away.
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates extensive experience in providing high-level administrative support to executive leadership, including calendar management, project coordination, and maintaining confidentiality. Proficient in Microsoft Office and adept at managing office operations and communications effectively.
Highest-signal resume keywords
Administrative SupportCalendar ManagementConfidentialityMicrosoft OfficeProject Coordination
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Office ManagementEditing TextProject TrackingTravel CoordinationFinancial Information System
Soft Skills
AdaptabilityDetail-Oriented ApproachDiplomatic ApproachOral CommunicationsSound Judgment
Certifications & Qualifications
High School Diploma or Equivalent
Industry Keywords
Executive SupportAdministrative OperationsConfidential Files ManagementMeeting CoordinationExpense Reporting
About the role
Key responsibilities & impact- Provide high-level administrative support to senior leadership
- Anticipate, prepare, schedule, prioritize, and maintain the executive’s daily appointment calendar
- Coordinate meeting details, confirmations, and backup materials
- Act as liaison between leadership, school, university, and community constituents
- Manage confidential files and authorized data access
- Oversee daily administrative operations and respond to inquiries on behalf of the executive
- Manage telephone and visitor traffic in administrative offices
- Serve as primary contact for the executive and refer inquiries as necessary
- Investigate issues and problems and draft responses to urgent requests
- Interact with university leadership, faculty, and staff on behalf of the executive’s office
- Ensure requests, communications, tasks, and deadlines are handled professionally and on time
- Supervise office administrative staff
- Schedule and coordinate travel, including transportation, lodging, registration, and visa/passport requirements
- Complete travel reimbursements and expense reports using the university’s Financial Information System
- Purchase supplies, equipment, and services
- Process invoices, travel reports, check requests, internal documents, remote purchases, blanket orders, and receipt vouchers using financial systems
- Maintain files for audit purposes
- Schedule and contract meeting rooms and arrange catering and rentals
- Coordinate with the tax department on moving expenses for new department staff
- Prepare confidential correspondence and materials for executives, senior staff, and officials
- Assemble materials for executive meetings and events
- Research, compile, and summarize issues, policies, and topics
- Provide background information, talking points, and briefing materials
- Perform other duties as assigned
Requirements
What you’ll need- High school diploma or equivalent high school certification or combination of education and/or experience
- 7 years of administrative and/or office management experience
- Preferred: Bachelor’s degree
- Preferred: 7 years providing support to executive-level personnel
- Adaptability
- Administrative support
- Calendar management
- Confidentiality
- Detail-oriented approach
- Diplomatic approach
- Editing text
- Microsoft Office
- Office management
- Oral communications
- Project coordination
- Project tracking
- Sound judgment
- Working independently
- All external candidates receiving an offer must complete pre-employment screening, including a criminal background check and applicable additional checks
- Ability to perform the essential functions of the position satisfactorily, with reasonable accommodations where applicable
Benefits
Comp & perks- Up to 22 days of vacation
- 10 recognized holidays
- Sick time
- Competitive health insurance packages with priority appointments and lower copays/coinsurance
- Free Metro transit U-Pass for eligible employees
- Defined contribution 403(b) Retirement Savings Plan with employee and university contributions starting at 7%
- Wellness challenges
- Annual health screenings
- Mental health resources
- Mindfulness programs and courses
- Employee assistance program (EAP)
- Financial resources
- Access to dietitians
- 4 weeks of caregiver leave to bond with a new child
- Family care resources for childcare needs
- Adult care resources
- Tuition coverage for employees and families, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years