Executive Assistant

This position reports to and is supervised by the Senior Executive Assistant to the President, providing administrative support to the Office of the President and the Title IX, Equal Opportunity Director.

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 employs more than one thousand faculty and staff across its Topeka campuses and strives to offer competitive wages, an excellent benefits program, and a supportive culture with a healthy work/life balance. Washburn is dedicated to creating an environment that reflects core values of inclusion, modernization, partnership, achievement, community, and transformation. In 2024, Washburn was recognized as one of the best colleges in the nation to work for by the Great Colleges to Work For® program.

Responsibilities

• Serve as an extension of the Office of the President and Board of Regents, demonstrating the highest level of professionalism, confidentiality, tact, diplomacy, and problem-solving skills with a customer service mindset.
• Contribute to a team-oriented, anticipatory, supportive, and collaborative working environment.
• Establish and maintain cooperative relationships with internal and external contacts, handling sensitive matters with discretion 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.
• Distribute the President’s Honor Roll.
• Serve as backup to the Senior Executive Assistant (SEA) to the President, including:
  • Scheduling meetings as directed by the President or Chief of Staff.
  • Maintaining the President’s day-to-day schedule.
• Handle business expense-related tasks for the Office of the President, including processing transactions using the Washburn-issued credit card, ordering supplies, and submitting internal requests following established policies.
• Maintain high-profile decorum in the office through professional speech, demeanor, manners, and attire.
• Provide event administrative support for special events from conception to clean-up for the President’s Office and residence, including:
  • Collaborating with the Senior Executive Assistant to determine event budgets.
  • Attending events to direct final preparations, resolve issues, and ensure smooth execution.
  • Assisting with planning meetings to establish timelines and deadlines.
  • Planning and ordering catering as needed.
  • Managing invitation guest lists, sending invitations, and collecting RSVPs.
  • Serving as liaison with vendors on event-related matters.
  • Processing expenditures related to Presidential events.
  • Collaborating with other Washburn and Foundation staff for co-sponsored events.
• Attend all Washburn fall and spring commencement ceremonies (including Washburn Tech and Washburn Law), assisting with:
  • Working within the commencement budget to order supplies and arrange services.
  • Finalizing details related to commencement ceremonies with the Senior Executive Assistant.
  • Coordinating with Washburn departments (e.g., Ichabod Shop, academic units, facilities services) and external vendors (florist, printing, etc.) for commencement preparations.
  • Compiling information and collaborating on the development of the commencement program, ensuring timely delivery by the printer.
  • Processing expenditures related to commencement activities.
• Support the Title IX, Equal Opportunity Director by:
  • Managing the Director’s calendar, coordinating meetings, trainings, and on-site visits.
  • Ordering supplies in accordance with Washburn policies.
  • Handling business expense-related tasks, including processing payment vouchers and credit card transactions.
  • Arranging travel (flights, hotels, car services, registration) and submitting travel documentation for processing.
  • Assisting in monitoring the Director’s budget.
  • Maintaining filing systems, including confidential files for the Equal Opportunity Office.
  • Preparing professional and accurate correspondence as needed.
  • Fielding complaints brought to the Office of the President and the Title IX, Equal Opportunity Director, answering questions, or referring callers to appropriate individuals based on Washburn policies.
• Perform additional job-related duties and responsibilities as assigned or appropriate to contribute to the overall success of Washburn.

Requirements

• 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 manage complex tasks with strong organization, effective time management, excellent customer service, and close attention to detail.
• Ability to work independently and collaboratively in a team environment.
• Effective interpersonal, verbal, and written communication skills.
• Proficiency in typical office technology and software programs (e.g., Excel, Word, PowerPoint, Outlook, Adobe, Zoom, Teams).
• 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.

Schedule

Normal work hours are Monday through Friday from 8:00 a.m. to 5:00 p.m. Flexibility is required to staff special events, including those at the President’s residence and commencement, which may occur early in the morning, in the evening, or on weekends.