Executive Assistant

$62k - $72k

Howard University College of Medicine

Brooklyn, NY

# Executive AssistantApply: Holy Cross Hall: Full time: Posted Yesterday: JR108713The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission.At Howard University, we prioritize well-being and professional growth.Here is what we offer: * ***Health & Wellness:*** Comprehensive medical, dental, and vision insurance, plus mental health support* ***Work-Life Balance:*** PTO, paid holidays, flexible work arrangements* ***Financial Wellness:*** Competitive salary, 403(b) with company match* ***Professional Development:*** Ongoing training, tuition reimbursement, and career advancement paths* ***Additional Perks:*** Wellness programs, commuter benefits, and a vibrant company culture**Join Howard University and thrive with us!** PURPOSE:**The Executive Assistant provides high-level administrative, operational, and strategic support to the Dean of the Howard University School of Divinity. The position manages the Dean’s schedule and executive workflow, coordinates office operations, supports relationships with internal and external stakeholders, and helps ensure that the priorities of the Office of the Dean are advanced efficiently and professionally. The Executive Assistant exercises considerable discretion and independent judgment, manages confidential and politically sensitive matters, and represents the Office of the Dean with professionalism, responsiveness, and hospitality. **SUPERVISORY AUTHORITY: No Supervisory Authority** **NATURE AND SCOPE:** **PRINCIPAL ACCOUNTABILITIES:** **1. Executive Support to the Dean | 40%*** **Proactively manages the Dean’s complex calendar, appointments, meetings, and scheduling commitments involving faculty, staff, students, university leadership, alumni, donors, and external partners.*** **Provides professional gatekeeping and access management, exercising discretion and independent judgment when coordinating requests for the Dean’s time and attention.*** **Prioritizes meetings, activities, and commitments in alignment with the Divinity Forward strategic plan and the Dean’s institutional priorities.*** **Drafts, reviews, proofreads, and prepares memoranda, letters, briefs, reports, documents, and other correspondence on behalf of the Dean.*** **Responds to designated email correspondence and other communications on behalf of the Dean, as authorized.*** **Coordinates the Dean’s travel arrangements, including flights, lodging, ground transportation, itineraries, and communication with the university travel agency.*** **Reconciles purchasing card transactions, prepares spend authorizations, and maintains supporting documentation in accordance with university requirements.*** **Maintains appropriate confidentiality regarding executive communications, personnel matters, university business, and other sensitive information.** **2. Office Operations | 25%*** **Manages and continuously improves the administrative workflow, procedures, and daily operations of the Office of the Dean.*** **Establishes systems that support timely communication, effective coordination, accurate recordkeeping, and completion of administrative priorities.*** **Coordinates administrative workflow among the Dean, Associate Dean, faculty, staff, students, and other university offices.*** **Serves as the Office of the Dean’s administrative liaison for information technology, facilities, housekeeping, repairs, access requests, equipment orders, cleaning schedules, and related operational needs.*** **Oversees front-desk coverage and ensures that visitors, callers, and guests receive professional, timely, and welcoming assistance.*** **Maintains current organizational charts, faculty and staff directories, the Dean’s biography and photograph, HUSD logos, and other official office resources.*** **Provides administrative support to the Associate Dean and other senior personnel on specific assignments as directed by the Dean.*** **Performs limited clerical support, including document preparation, proofreading, printing, and transcription, when required to support executive or school priorities.** **3. Stakeholder Relations | 15%*** **Serves as the principal administrative point of contact for the Board of Visitors and the Alumni Association.*** **Coordinates communications and relationships among the Office of the Dean, faculty and staff, executive offices, other schools and colleges, Rankin Memorial Chapel, the School of Law, and additional university units.*** **Serves as a point of contact for external organizations, community partners, guests, and other constituents seeking engagement with the Office of the Dean.*** **Responds to management and public requests for information, appropriately routing inquiries and coordinating responses.*** **Assists the Dean in addressing confidential, politically sensitive, or high-level administrative matters with tact, discretion, and professionalism.*** **Maintains a professional and welcoming environment that reflects the mission and values of the School of Divinity.** **4. Events and Convenings | 10%*** **Coordinates onsite events, offsite conferences, executive meetings, special gatherings, and related catering and logistical arrangements.*** **Collaborates with the Director of Student Affairs on chapel preparation, special programs, and designated school-wide assignments.*** **Coordinates facilities, technology, hospitality, guest access, event materials, and other logistical requirements associated with meetings and convenings.*** **Administers processes for holiday, birthday, bereavement, and other community-recognition activities supported through the courtesy fund, including coordinating voluntary contributions and gift distribution.*** **Scope: Supports multiple meetings, programs, and special events throughout the academic year, with the specific volume determined by the School’s annual calendar and the Dean’s priorities.*** **Maintains flexibility to provide occasional evening or weekend support for significant School of Divinity events and programs.** **Supervision and Program Support | 10%*** **Selects, trains, assigns work to, and supervises Federal Work Study students assigned to the Office of the Dean.*** **Co-directs the Divinity Ambassadors Program in collaboration with the Director of Student Affairs.*** **Provides administrative oversight for the biweekly Dean’s newsletter, coordinating with the graduate assistant and other contributors to support timely production and distribution.*** **Ensures that the newsletter reflects the priorities, voice, and institutional messaging of the Office of the Dean.*** **Monitors program-support assignments and follows up with responsible staff and student workers to help ensure timely completion.*** **Promotes effective communication, accountability, collaboration, and professional development among supervised student workers.** **CORE COMPETENCIES:**· Excellent interpersonal, written, and oral communication skills.· Exceptional calendar management, time management, and organizational abilities.· Demonstrated capacity to manage competing priorities in a fast-paced executive environment.· Sound judgment, tact, discretion, poise, and professionalism when handling confidential or sensitive matters.· Strong planning, analytical, problem-solving, and coordination skills.· Ability to anticipate executive and operational needs and act proactively.· Ability to work independently while contributing effectively as a collaborative team member.· Advanced proficiency in Microsoft Word, Excel, PowerPoint, Teams, OneDrive, Zoom, Canva, and artificial intelligence platforms such as Microsoft Copilot.· Ability to learn and use Workday, university administrative systems, and standard office equipment.· Experience interacting professionally with senior leaders, faculty, staff, students, alumni, donors, community partners, and members of the public.· Ability to work effectively with individuals from a variety of culturally and professionally diverse backgrounds.· Understanding of, or demonstrated ability to work effectively within, an academic and religious institutional environment.· Commitment to maintaining a professional, responsive, hospitable, and welcoming Office of the Dean.**Performs other job-related duties and special assignments as directed by the Dean.****MINIMUM REQUIREMENTS:**Bachelor’s Degree and 5-7 years of related work experience, or 12 years of related work experience may be substituted in lieu of educational qualifications**Compliance Salary Range Disclosure**$62,000-$72,000
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