Executive Assistant to the Dean

Executive Assistant to the Dean

Reporting to the Dean, the Executive Assistant to the Dean provides comprehensive executive-level administrative, operational, and project support to ensure the effective administration of the School. Serving as the primary administrative liaison for the Dean's Office, the Executive Assistant exercises a high degree of independent judgment, discretion, professionalism, and confidentiality while coordinating executive communications, academic operations, faculty support, committee activities, budget administration, special projects, and school-wide initiatives.

The Executive Assistant serves as a key resource for faculty, staff, students, alumni, advisory boards, and external partners by facilitating the efficient operation of the Dean's Office and supporting the School's strategic priorities in alignment with the mission and values of Saint Mary's College.

Essential Responsibilities

Executive Support

• Provide comprehensive executive-level administrative support to the Dean, including complex calendar management, scheduling, travel coordination, meeting logistics, and executive correspondence.
• Screen and prioritize requests for the Dean's time, exercising sound judgment in managing competing priorities, deadlines, and confidential matters.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, meeting materials, agendas, minutes, and other executive communications.
• Manage confidential records, files, and documentation in accordance with College policies, records retention requirements, and applicable privacy standards.
• Serve as the primary point of contact for the Dean's Office, responding to inquiries and directing matters to the appropriate resources.
• Coordinate special projects and initiatives on behalf of the Dean and monitor progress to ensure timely completion.
• Maintain effective communication between the Dean's Office and faculty, staff, students, administrators, alumni, advisory boards, and external constituents.

Academic Affairs & Faculty Support

• Coordinate faculty recruitment activities, including scheduling interviews, committee meetings, candidate itineraries, and recruitment logistics.
• Assist with faculty appointment, promotion, tenure, sabbatical, leave, evaluation, and other confidential academic personnel processes.
• Coordinate faculty meetings and prepare agendas, meeting materials, minutes, and follow-up communications.
• Maintain confidential faculty personnel records and related documentation.
• Assist with adjunct faculty appointments, contracts, workload documentation, and other academic personnel transactions.
• Coordinate School participation in commencement, convocation, faculty recognition events, and other academic ceremonies.
• Support accreditation activities by coordinating documentation, meetings, timelines, and related administrative processes, as applicable.
• Assist with academic scheduling, committee coordination, and implementation of School initiatives.

Operational & Financial Support

• Monitor and assist with the School's operating budget by processing purchase requisitions, invoices, expense reimbursements, travel requests, contracts, and other financial documentation.
• Maintain accurate records related to budgets, purchasing, contracts, and expenditures.
• Coordinate space reservations, event logistics, travel arrangements, and hospitality for School meetings, conferences, and special events.
• Assist with preparation of reports, data collection, and documentation supporting School operations and strategic planning.
• Recommend improvements to administrative processes, workflows, and office procedures that enhance operational efficiency.

Communication, Customer Service & Project Coordination

• Serve as the School's primary administrative liaison by establishing and maintaining collaborative working relationships with faculty, staff, students, alumni, donors, advisory boards, community partners, and external agencies.
• Coordinate School communications, announcements, newsletters, websites, and other informational materials as assigned.
• Interpret College and School policies and procedures to respond to inquiries and provide guidance or referrals, as appropriate.
• Coordinate committee meetings, advisory board meetings, and other governance activities, including scheduling, preparation of meeting materials, recording minutes, and tracking follow-up actions.
• Provide exceptional customer service while handling sensitive and confidential matters with diplomacy, professionalism, and sound judgment.

Other Duties as Assigned

Experience and Qualifications

Education: Bachelor's degree from an accredited institution in Business Administration, Public Administration, Higher Education Administration, Communications, English, or a closely related field required. Master's degree preferred.

Experience: Minimum of five (5) years of progressively responsible experience providing executive-level administrative support required. Experience supporting senior leadership within higher education, Academic Affairs, or a comparable professional environment preferred.

Skills / Abilities

• Demonstrated ability to exercise sound independent judgment, discretion, diplomacy, and professionalism.
• Exceptional organizational, project management, and time-management skills.
• Ability to manage multiple priorities and meet competing deadlines in a fast-paced environment.
• Excellent written, verbal, proofreading, and interpersonal communication skills.
• Demonstrated ability to prepare professional correspondence, reports, presentations, and executive communications.
• Ability to maintain confidentiality while handling sensitive personnel, financial, student, and institutional information.
• Strong customer service skills and the ability to establish productive working relationships with individuals at all organizational levels.
• Ability to interpret and apply College policies, procedures, and administrative guidelines.
• Knowledge of budget administration, purchasing, travel reimbursement, and basic financial processes.
• Proficiency with Google Workspace, Microsoft Office Suite, and other office technologies.
• Experience using enterprise resource planning (ERP) systems and document management systems preferred.
• Ability to work independently while contributing effectively as a collaborative member of the School leadership team.
• Demonstrated initiative in identifying opportunities to improve administrative processes and operational effectiveness.

Licenses & Certifications:

N/A

Application Review & Recruitment Timeline

This position is part of a continuous recruitment and will remain open until filled. The first review of applications will begin on August 24, 2026. To be considered in the initial review, please submit your application before this date.

Interviews are tentatively scheduled to take place during the week of September 14, 2026.

Additional application materials may be reviewed on an ongoing basis until the position is filled.

Supplemental Information

Please upload your responses to the following questions as a separate document along with your resume. Use clear, specific examples from your experience, including your role, actions taken, and outcomes where applicable. Responses will be used to evaluate your qualifications and fit for the position.

1. This position is responsible for coordinating School of Education events from planning through execution. Please describe your experience managing meetings, conferences, workshops, or other large-scale events. What was your role, and how did you ensure everything ran smoothly?
2. Describe a time you managed multiple high-priority projects or requests for a senior executive while balancing competing deadlines. How did you prioritize your work and ensure nothing was overlooked?
3. One of the key priorities for this position is managing communications for the School of Education. Please describe your experience preparing executive correspondence, newsletters, presentations, or other communications. How did you ensure your communications were professional, accurate, and effective?
4. This position requires frequent interaction with faculty, staff, students, advisory board members, and external partners. Tell us about a time you built strong working relationships with multiple stakeholders while providing exceptional customer service. What challenges did you encounter, and how did you address them?
5. Please describe your experience maintaining confidential information while supporting executive leadership. How did you ensure discretion and professionalism when handling sensitive personnel, financial, or organizational matters?
6. Kimberly identified improving the Continuing Education Unit (CEU) system as one of the first priorities for this position. Describe a time you identified an opportunity to improve an administrative process or office workflow. What changes did you implement, and what was the outcome?

Saint Mary's College of California