Executive Assistant; Office Dean

Executive Assistant

We are seeking an Executive Assistant who will assist in all administrative matters and provide administrative support for day-to-day operations for an executive leader(s). The Executive Assistant supports the executive(s) on a variety and range of administrative and office functions, e.g. oral and written communications, calendars, meetings, travel arrangements and special projects as needed.

In a fast-paced, highly visible Office of the Dean, the Executive Assistant serves as the primary administrative and operational partner to the Dean. This role ensures continuity of operations and enables the effective execution of both daily priorities and broader strategic initiatives.

The Executive Assistant exercises sound judgment, discretion, and initiative to manage competing priorities, anticipate needs, and drive coordination across a complex and dynamic environment. The ideal candidate loves solving problems and sees the ever-changing nature of the Dean's schedule as a fun challenge. Serving as a central point of contact for senior leadership, faculty, staff, and external stakeholders, this role requires a high level of confidentiality, strong communication skills, and the ability to independently manage administrative, logistical, and office operations.

Specific duties and responsibilities include:

• Coordinate calendars and arrange meetings and events.
• Prepare meeting summaries and confidential reports for executive management regarding sensitive and complex issues. Record and draft minutes. Monitor and follow-up on action items.
• Organize committees and meetings on behalf of the executive(s).
• Assume full responsibility and accountability for carrying out and completing special projects and assignments.
• Work closely with and interact regularly with high-level staff, officers, and special guests.
• Represent the executive(s) in appropriate circumstances within the scope of the position's responsibility.
• Schedule and prepare travel-related and other reimbursements as needed.
• Assist with files, letters, and preparation of departmental reports.
• Other duties as assigned.

In addition to the duties described above:

• Strategic and proactive executive support.

Advanced Calendaring & Schedule Ownership:

• Maintains dean's complex and high-volume calendar which functions as the core operational system for the dean and dean's office, schedules meeting requests from dean and internal and external stakeholders.
• Exercises sound judgement to align meetings with strategic priorities.
• Proactively plans, schedules and confirms meetings, events and all associated logistics including materials, agendas and associated preparation; aligning calendar decisions with strategic priorities;
• Prepares structured weekly scheduling briefings/questions for the Dean.
• Identifies and implements process improvements in scheduling to improve operational efficiency.

Senior Stakeholder & Leadership Coordination:

• Coordinates high-level meetings with senior leadership, faculty, and external stakeholders
• Supporting recurring executive forums lead by dean (e.g., Senior Planning Group)
• Serves as liaison between Dean, Chief of Staff, internal and external stakeholders to facilitate effective communication and preparation.

Office Management & Operations:

• Acts as primary office manager for the Dean's Office ensuring smooth day-to-day operations.
• Greets and welcomes all visitors; answers phone calls in timely manner and serves as overall representative of the dean's office to faculty, staff and students in a professional and gracious manner.

Manages the ordering and processing of:

• Office/kitchen supplies
• Mail and packages
• Office-wide initiatives (e.g., celebrations, birthday cards)

Communications:

• Triages and manages Dean's Office email and other incoming and outgoing Office correspondence.
• Manages dean's bios and headshots.

Travel, Financial & Expense Management:

• Process expense reconciliation for dean in timely manner in compliance with University policies.
• Prepare, submit, and track expense reports and reimbursements; follow up on discrepancies or missing documentation as needed.
• Book and manage domestic and international travel for dean including preparing…