Executive Assistant, Vice Chancellor for Student Affairs

Student Affairs Office of the Vice Chancellor

Summary

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.

• 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.

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

• 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.

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.

• 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.

Employment visa sponsorship is not available for this position.

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-resources/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.