Executive Assistant

Position Specifics The Dean of the College of Agricultural Sciences is seeking an Executive Assistant located in University Park, PA. The Executive Assistant will provide advanced knowledge of principles, practices, software, and procedures in the Dean’s Office and deliver high-level management, administrative, technical, and advisory support to the Dean and Senior Associate Dean. The role includes managing the Dean’s schedule and communications in partnership with the Director of Communications and College Relations, responding on behalf of the Dean to internal and external correspondence, providing input on operational activities, ensuring compliance with university guidelines for promotion and tenure, and preparing research, analysis, drafting, and compiling information for meetings and reporting metrics. The Executive Assistant will oversee complex projects, events, and programs throughout the Dean’s Office, supervise and delegate work to administrative support staff, draft administrative correspondence, demonstrate and support diversity initiatives, improve office operational efficiency, and develop positive liaison relationships with internal and external stakeholders. Job Specific Duties Manage, supervise, plan, and direct the administrative activities of the Dean’s Office. Supervise, train, mentor, and provide performance reviews for the administrative assistant; manage and prioritize workload; cross‑train staff on special projects and committees. Coordinate the Dean’s calendar and prioritize scheduling, resolving competing meetings in conjunction with the Director of Communications and College Relations; arrange logistics and prepare relevant background material, agendas, and follow‑up. Manage domestic and international travel arrangements for the Dean and other individuals. Manage internal and external communications with the Director of Communications, including highly confidential issues, responding on behalf of the Dean when requested; manage annual and routine requests from central administration. Compile reports, records, and data; maintain databases, confidential files, and communications in line with best practices and university policy. Provide support to the Senior Associate Dean in academic affairs: college‑level P&T reviews, sabbatical applications, academic performance reviews, policy interpretation, and faculty hire offers. Manage academic unit leader and dean‑level searches, develop itineraries and travel arrangements, coordinate meetings, and distribute standard letters of changes in faculty appointments. Coordinate Distinguished Professorship and Evan Pugh nominations for the College of Agricultural Sciences. Work with central administration on P&T processes and submit dossiers per guidelines; manage PTORP and communicate results and official feedback letters; update Workday for appointment changes. Prepare endowment and professorship letters with the Director of Development and Alumni Relations; liaise with central administration for approval. Communicate college support for sabbatical applications to central administration and work with the Vice Provost’s office to manage all sabbatical processes. Develop and maintain proficiency with current and new enterprise software; evaluate and update office procedures; implement tools to improve operational efficiency. Serve on committees as requested; serve as Manager Recruiting Support (MRS) and Timekeeper for the College; approve expenditures for the executive office. Act as point of contact for the University Faculty Senate; handle updates for the Senate Census information. Coordinate information between Human Resources and the Financial Office for the ASI process annually. Serve as designated delegate for the Dean in the Travel Safety Network and SAP Concur. Position Qualifications 6+ years of experience in executive support roles, preferably in an academic setting. Exceptional organizational and time‑management skills, with the ability to prioritize tasks effectively. Outstanding written and verbal communication skills, with a high level of professionalism. Proficiency in office productivity software such as Microsoft Office Suite, Adobe Acrobat, and calendar‑management tools. Action‑oriented and solution‑oriented mindset. Discretion and confidentiality in handling sensitive information and communications. Ability to work effectively under pressure and adapt to changing priorities in a fast‑paced environment. Strong interpersonal skills and collaborative ability with diverse stakeholders. Outstanding critical thinking and judgment, confident and diplomatic in a complex environment. Managerial acumen to build effective and inclusive partnerships to support the College’s mission, vision, and strategic initiatives. Strong interpersonal and listening skills for communicating with a wide range of constituents. Minimum Education, Work Experience & Required Certifications Bachelor’s Degree and 6+ years of relevant experience, or an equivalent combination of education and experience. Required Certifications: None. Salary & Benefits The salary range for this position is $65,508–$94,980. Penn State provides a competitive benefits package for full‑time employees, including comprehensive medical, dental, and vision coverage, robust retirement plans, and paid time off (holidays, vacation, and sick time). Employees enjoy a 75 % tuition discount for themselves and eligible spouses and children. Background Checks / Clearances Employment will require successful completion of background check(s) in accordance with University policies. Penn State does not sponsor or take over sponsorship of a staff employment visa; applicants must be authorized to work in the U.S. EEO Is the Law Penn State is an equal‑opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact View phone number on click.appcast.io. #J-18808-Ljbffr