"Executive Assistant, Finance & Human Resources"

Hiring Department

Finance and Administration

Job Description

Purpose and Scope

Join a mission-driven university dedicated to transforming lives through education, research, and community engagement. In this role, you’ll provide essential administrative and operational support to the Chief Financial Officer (CFO) and Chief Human Resources Officer (CHRO), ensuring their offices run smoothly and efficiently. This position is ideal for someone who is highly organized, detail-oriented, and comfortable using technology to streamline processes.

The Executive Assistant plays a vital role in achieving UMSL’s strategic priorities by proactively resolving operational and administrative issues. Described as highly organized, skilled in interacting with a variety of units across the organization, this person will represent UMSL both internally and externally while working closely with the senior leaders.

Key Responsibilities

Executive Support and Coordination

• Provide professional executive assistance to the CFO and CHRO, and other assigned leaders, ensuring organized, accurate, and professional support while using discretion, confidentiality, and sensitivity.
• Screen, review, and route correspondence, phone calls, and visitors by using judgement based on the nature of the business and urgency.
• Schedule and organize appointments, meetings, and travel.
• Research, prepare, and edit letters, reports, and other materials ensuring accuracy of information and professional responses.

Office Operations

• Serve as the go-to resource for office logistics – processing mail, ordering supplies, coordinating equipment needs, submitting work orders, requesting security access, etc.
• Act as a liaison with other University units to track requests and maintain smooth communication.

Financial & Digital Administration

• Process purchases, reconcile OneCard transactions, and assist with facilitating invoice payments.
• Maintain and update websites.
• Create and manage digital forms using Kuali or similar tools.
• Create and update spreadsheets and other documents as requested.

Meeting & Event Coordination

• Organize agendas, minutes and files for designated committees and meetings.
• Support team meetings and campus events by handling reservations, schedules, catering, and materials.

Applicants must be authorized to work in the United States. The University will not sponsor applicants for this position for employment visas.

Shift

Monday – Friday, 8 – 5 pm, Onsite

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

• Strong organizational skills and ability to manage multiple priorities.
• Proficiency in Microsoft Office Suite, Zoom, and familiarity with web content tools.
• Experience in higher education or public sector environments.
• Ability to work independently and maintain confidentiality.

Anticipated Hiring Range

Salary Range: $18.90/hour - $26.00/hour depending on credentials.

Grade: GGS-008

University Title: Executive Assistant

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

Application Materials

• Application materials include a cover letter and resume. Finalists will be asked to provide references at a later date.
• Applicants must combine all application materials into one PDF or Microsoft Word document and upload as a resume attachment to the UMSL Careers: https://www.umsl.edu/services/hrs/careers/index.html
• Limit document name to 50 characters. Maximum size limit is 11MB. Do not include special characters (e.g., /, &, %, etc.). For questions about the application process, please email employment@umsl.edu. If you are experiencing technical problems, please email umpshrsupport@umsystem.edu.

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/totalrewards/benefits.

Equal Employment Opportunity

The University of Missouri is an Equal Opportunity Employer.

To request ADA accommodations, please email the Office of Human Resources at umslhr@umsl.edu.