Executive Assistant to Dean

Title: Executive Assistant to the Dean

Executive Area: Academic Affairs

College/School/MBU: Other Academic Units

Department: Commonwealth Honors College

Work Location: Amherst

Schedule: Full Time

Work Arrangement: Hybrid

Provides executive-level administrative support to the Dean and CHC Leadership Team by managing calendars, finances, communications, documents, and meetings; coordinating college events and functions; serving as liaison to honors societies; and supporting special projects and initiatives.

• Manages the Dean's calendar and schedule, including long‑term calendars; coordinates complex meetings including venues and catering; screens phone calls and emails and delegates messages; ensures the Dean is prepared for all meetings by assembling agendas and background materials.
• Confers with the Dean to evaluate requests to determine the appropriateness and necessity of the Dean's involvement, and/or redirects to appropriate area and assists in preparation of confidential reports.
• Gathers and synthesizes information, performs online research, compiles reports and analysis of data as needed by the Dean.
• Works closely with other staff members in the college and campus community to support the Dean's initiatives and communication efforts.
• Prepares expense and travel reports for the Dean.
• Serves as approver for time reported for the Dean's direct reports.
• Serves as a liaison for the Dean in honors societies such as Phi Kappa Phi (PKP) as well as state, regional, and national organizations.
• Schedules and keeps notes for bi‑monthly CHC Unit Director meetings and for monthly All Staff/Faculty meetings.
• Assists in planning and organizing special events such as the Massachusetts Undergraduate Research Conference (MassURC) and Celebration of Excellence; evening and weekend work may be required, including special meetings and retreats.
• Understands and applies departmental and applicable University policy and procedures to assigned activities.
• Serves in backup role for other College staff as needed; assists with special projects and performs other duties as assigned to demonstrate adaptability and flexibility to accomplish goals.

Performs other duties as assigned.

• High School diploma (or equivalent).
• Four (4) or more years of administrative office or related experience, at least one (1) year supporting an executive or C‑suite position. An Associate's or higher degree may be substituted for two (2) years of the required experience.
• Expertise with Microsoft Office including Excel, PowerPoint, Outlook and Word, and the interest and ability to learn and adapt to new software.
• Superior written and oral communication; should be able to write clearly and effectively with proper language structure and grammar.
• Experience handling confidential information.
• Exceptional organizational skills and the ability to prioritize and balance tasks in a demanding, ever‑changing, and often deadline‑oriented environment.
• Strong keyboarding ability and computer skills including spreadsheet, word processing, database, and presentation software with the ability to quickly learn and adapt to new software programs as needed for position duties.
• Excellent interpersonal skills allowing for smooth and effective interactions with and between different constituents from diverse populations.
• Ability to establish rapport and maintain harmonious working relationships with people from varied backgrounds and excellent ability to work both independently and be part of an effective team with a highly cooperative and collaborative working style.
• Professional telephone and interpersonal communication etiquette and demonstrate a positive attitude, resiliency, tact, and discretion in handling confidential information.
• Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence and understand and follow complex oral and written instructions.
• Ability to take initiative in exercising independent judgment concerning any aspect of the job and implement effective time management skills.
• Ability to prioritize and work on multiple tasks simultaneously to meet strict processing deadlines.
• Ab…