Executive Assistant

Position Number: 001217

Department: Dean of Students (Adm)

Employment Type: Permanent - Full-time

Months Per Year: 12

Essential Duties and Responsibilities:

• Serve as the primary contact to receive visitors to the dean and the DSO units, maintaining a calm and collaborative demeanor, especially when interacting with individuals under stressful circumstances.

• Assist the dean with communication, task coordination, and other logistical details related to sensitive processes

• Manage the dean’s complex, rapidly shifting calendar; prioritize meeting requests and resolve scheduling conflicts proactively.

• Identify the underlying roots of concerns presented to the dean, probing for details to accurately assist or redirect individuals.

• Maintain a calm and collaborative demeanor when receiving visitors to the dean and DSO units, especially when interacting with individuals under stressful circumstances. Interact and communicate with a high degree of judgment and discretion.

• Take independent responsibility under the guidance of the dean to direct students, faculty, and staff to appropriate resources or external departments when situations arise that do not fall within the scope of the DSO .

• Track and reconcile various reports, submit facilities requests, design/modify filing systems, and coordinate other administrative tasks for the dean and DSO leadership team, at the discretion of the dean.

Coordinate logistics for department-wide and unit-specific meetings (agendas, reservations, minutes, technology setup, catering, etc.).

Provide knowledge of the Dean of Students Office and Student Affairs-related services, policies, and regulations to answer questions, provide referrals, and drive decision-making.

• Draft, edit, and proofread high-level communications, memos, reports, and presentations for the dean, adopting the style of the administrator.

Minimum Experience / Education:

Required Minimum Qualifications:

Graduation from high school and three years of progressively responsible administrative/office management experience; or graduation of a two-year secretarial science or business administration program and one year of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on Business administration or a related field; or an equivalent combination of education and experience.

Note: Some state job postings state you can qualify by an ‘equivalent combination of education and experience.’ If that language appears above, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both.

Preferred Education Skills and Experience:

• Intermediate to advanced proficiency in MS Office (Excel, Word, PowerPoint) and Google Suite (Docs, Sheets, Slides)

• Direct experience with e-procurement platforms, including processing employee travel reimbursements and purchasing card reconciliation in a higher-ed setting

• Proven capability to manage project life cycles, track milestones, and maintain strict project timelines using management tools or methodologies

• Strong technical knowledge of standard business office practices, filing methods, operational workflows, and information management

• Knowledge of formal communication protocols, including drafting executive-level written correspondence and managing professional institutional communications