Executive Assistant

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