Executive Assistant

Executive Assistant to the Dean Position Title: Executive Assistant to the Dean; Knauss School of Business Posting #: 5497 Duties and Responsibilities Dean and Dean Team Administration: Provides administrative and logistical support for the Knauss School of Business Board of Advisors, including coordinating meeting schedules, preparing agendas and briefing materials, maintaining board rosters, recording and distributing minutes, and tracking follow‑up action items on behalf of the Dean. Serves as a liaison between the Dean, Board members, Advancement, and Alumni Relations to support engagement, communications, and stewardship activities. Supports the Dean's external‑facing responsibilities, including interactions with donors, alumni, corporate partners, and advisory board members, ensuring a high level of professionalism, responsiveness, and confidentiality. Assists in the coordination of strategic initiatives, accreditation‑related activities, and institutional reporting by organizing materials, tracking timelines, and supporting communication with internal and external stakeholders as directed by the Dean and senior leadership. Handles sensitive governance, personnel, and institutional matters with a high degree of discretion, judgment, and professionalism, often involving confidential or time‑critical information. Independently responsible for managing the Dean's complex and multifaceted calendar and appointment schedule on a daily basis. Provides administrative assistance to the Dean with regard to various committees the Dean is assigned to chair, including various search committees. Requests and organizes briefing materials/presentations. Researches, drafts, and produces reports as assigned. Works closely with the Dean and the Associate Dean of Budget & Operations to ensure that all new policies are in print. Coordinates all travel on behalf of the Dean. Assists the Dean in reconciling his/her monthly expense report and reimbursement requests. Manages and oversees administrative and operational functions within the Dean's suite, including procurement of supplies, organization of workspaces, and coordination of guest parking arrangements utilizing the Dean's reserved spaces. Provides administrative assistance to members of the Dean Team as needed. Dean‑Hosted Hospitality Support: Coordinates the logistics for large faculty meetings, staff and admin meetings, and committee meetings convened by or on behalf of the Dean and Dean Team. Coordinates services with the university Facilities department to prepare meeting and event spaces for Dean‑hosted meetings, official functions, and executive‑level gatherings, as assigned by the Dean or Dean Team. Coordinates catering and related services for Dean‑hosted events, leadership meetings and select School functions specifically assigned by the Dean or Dean Team. Coordinates visit logistics, itineraries, and hospitality arrangements for distinguished guests, external partners, donors, and executive visitors hosted by the Dean, as assigned by the Dean and Dean Team. Proactively communicates information about high‑profile visitors and executive guests hosted by the Dean to relevant internal stakeholders within the Knauss School (e.g., development, industry and employer relations, alumni relations, marketing and communications, events) to ensure coordinated engagement. Other duties as assigned. Tools and Equipment Used Computer, fax, multi‑line phone, printer, photocopier, scanner, Internet, e‑mail, and voicemail. Other related office equipment. Special Conditions of Employment The position may require work on the occasional night and/or weekend. Background Check Successful completion of a pre‑employment background check. Degree Verification Requirement Persons offered employment must provide official education transcripts for degree verification purposes. Minimum Qualifications Bachelor's degree from an accredited college or university. 3+ years experience in office management and/or general administrative support. Preferred Qualifications Bachelor's degree in business or a related field from an accredited college or university. 3+ years experience in office management and/or general administrative support within higher education. Performance Expectations: Knowledge, Skills & Abilities Computer fluency in word processing, database, and spreadsheet software. Familiarity with or demonstrated willingness to learn AI‑based tools for administrative activities and tasks. Experience supporting senior academic leadership in a complex, highly visible environment. Understanding of governance structures, advisory boards, and external stakeholder engagement within higher education or comparable organizations. Ability to interact professionally with senior executives, board members, donors, and external partners. Strong organizational skills with the ability to manage competing priorities involving academic, operational, and external constituencies. Ability to set priorities and work with interruptions, little supervision, and initiative. Ability to maintain confidentiality, make independent decisions, and provide consultative services to administrative and academic personnel. Ability to triage and prioritize calls, set priorities independently, and work under pressure. Ability to effectively complete high pressure, time‑sensitive tasks. Ability to prioritize workload effectively. Ability to be self‑directed. Administrative experience with exercise of independent judgement, prioritizing work, and delegating work to others. Ability to foresee future needs and respond accordingly. Ability to recognize the need for policy development and then develop and assist in the implementation of policies. Experience writing correspondence, such as drafting materials for publication, and communicating with diverse audiences. Benefits $29.00 - $36.00 per hour; excellent benefits. The University of San Diego offers a competitive package including medical, dental, vision, a retirement contribution, and access to on‑campus fitness centers. Employment Details 37.5 hours per week. The Knauss School of Business offers two compressed work schedule options following a 9/75 structure, providing 1 to 1.5 days off over every two‑week period. Closing date: April1,2026. #J-18808-Ljbffr