Executive Assistant - Dean's Office - Arts & Sciences

Executive Assistant

The Executive Assistant within the College of Arts and Sciences Dean's Office will be responsible for performing complex, advanced, diversified, and confidential administrative duties. Oversees essential personnel related projects (e.g., promotion and tenure applications, faculty annual reviews). Plans and coordinates high-level college events (e.g., College convocation). Communicates and coordinates executive's instructions and desires with various individuals and/or departments. Schedules appointments and arranges meetings, conferences, and travel. Organizes and maintains correspondence and projects, follows up on pending matters with limited direction. Prepares special reports and correspondence, summarizing and analyzing data. Communicates with individuals at all levels in the organization, industry, and community. Organizes and expedites work through executive's office and initiates follow-up action. Assignments are broad in nature and usually require critical thinking, originality, and ingenuity. May serve as a resource in the resolution of complex problems and issues.

Essential Functions:

• Administrative Support for College Activities (e.g., Council of Chairs meetings, Senate meetings, Alumni Advisory Council Meetings)
• Project Management related to significant personnel activities (promotion and tenure, annual reviews, new faculty on-boarding)
• Event Planning, Coordination and Support
• Dean Support (communication, scheduling, calendaring, correspondence and records, travel etc.)

Qualifications:

• Bachelor's degree required, or an equivalent combination of education and relevant experience
• 5+ years of administrative support experience required; experience supporting senior level leadership preferred
• Project management experience a plus

Knowledge, Skills, and Abilities:

• Knowledge and experience in higher education administrative systems/tools preferred.
• Knowledge and experience coordinating event logistics, including vendor communication and arrangement details.
• Experience managing complex and significant personnel related projects.
• Exceptional verbal and written communication skills required, with the ability to interface tactfully with all levels of staff, including senior leadership, and faculty.
• Demonstrated ability to maintain strict confidentiality, with a high level of professionalism and sound judgment, required.
• Ability to multi-task and prioritize projects.
• Demonstrated proficiency with digital tools, including collaboration platforms (e.g. Microsoft Teams and SharePoint), scheduling and calendar management systems, and Microsoft Office/365 applications.
• Ability to work with a complex team in the college office and collaborate with partners outside the college.