Executive Assistant

Dean of College of Business

The Executive Assistant provides administrative and project support to the Trulaske College of Business Advancement team and the Associate Dean for Partnerships and Engagement. This role delivers exceptional service to donors, alumni, and internal and external stakeholders while managing a broad range of responsibilities with reliability and attention to detail. The Executive Assistant plays a key role in advancing Trulaske's engagement mission by ensuring seamless operations and meaningful connections across all areas of support.

Executive Administrative & Fiscal Support
* Act as the first point of contact for the office, handling incoming calls, emails, and visitor interactions with professionalism, warmth, and discretion.
* Provide high-level administrative support including calendar management, meeting coordination, and daily operational execution for multiple director-level positions.
* Proactively anticipate office needs by preparing agendas, briefing materials, and supporting documentation in advance of meetings and engagements.

Communication & Correspondence
* Research and prepare comprehensive donor profiles and briefing materials, ensuring all related follow-up actions are promptly recorded and tracked.
* Record and maintain contact reports for all donor and stakeholder visits and coordinate timely follow-up actions as needed.
* Monitor and manage shared email resource accounts, ensuring all inquiries receive timely, accurate, and professional responses.

Advancement & Donor Relations
* Support the endowment process by assisting with gift proposals, gift processing, and related documentation, while ensuring clear and timely internal communication throughout.
* Compile, maintain, and regularly update donor and alumni lists and reports to support event planning and mailing efforts.
* Accurately record and track attendance at all events, maintaining organized records for reporting and follow-up purposes.

Event & Travel Coordination
* Arrange and manage travel logistics for the office, including flights, hotel accommodations, rental cars, and itinerary coordination.
* Support the planning, coordination, and execution of a variety of events including meetings, receptions, and special functions, ensuring seamless delivery from start to finish.
* Proactively review calendars to anticipate upcoming needs, ensuring all materials, logistics, and preparations are in place well in advance.

Office & Fiscal Management
* Act as primary fiscal processor for the office. Monitor budget, reconcile accounts, process reimbursements and invoices, manage expense reports, and oversee purchasing/contracts in compliance with the UM policies.
* Maintain organized filing systems, ensuring all documents are accurately stored, easily retrievable, and handled with the highest level of confidentiality.
* Oversee office supply inventory and manage purchasing, expense reports, reimbursements, and financial documentation to ensure accurate and timely processing.

Other
* Represent the team with professionalism and warmth, cultivating a welcoming and collaborative environment for all visitors and stakeholders.
* Pursue ongoing professional development opportunities to continuously strengthen technical capabilities and interpersonal effectiveness
* Provide support as needed, including errands that may require walking or driving.

Monday - Friday, 8:00am - 5:00pm.

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.

* Excellent organizational, written, and verbal communication skills. Strong attention to detail.
* Good understanding of office management procedures.
* Knowledge of Microsoft Office including proficiency with Microsoft Excel, and Outlook.
* Must be able to handle and communicate sensitive information appropriately, discretely, and effectively. Must possess a high level of confidentiality.

Salary Range: $18.87 - $25.00 per hour

Grade: GGS 008

University Title: Executive Assistant

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

Employment visa sponsorship is not available for this position.

Columbia offers small-town friendliness with big city features and a high quality of life for people of all ages and interests. Founded on education and known as an ideal college town, its location also makes it an attractive spot for businesses and travelers. Located on Interstate 70 and U.S. Highway 63, Columbia is right in the middle of the state and the nation. Just a couple hours' drive from St. Louis and Kansas City, Columbia is Boone County's largest population center offering big-city culture, activities, and resources with a low cost of living. Columbia is home to a variety of restaurants and entertainment venues and hosts more than a dozen festivals each year. If you want to grow your career, continue your education, raise a family, and retire, Columbia is a good place to be!

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.