Executive Assistant; Office Dean

We are seeking a 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.

• 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.

Strategic and proactive executive support.

• Maintains dean's complex and high-volume calendar which functions as the core operational system for the dean and dean's office, schedules meetings requests from dean and internal and external stakeholders.
• Exercises sound judgement to align meetings with strategic priorities.
• Proactive 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.

• 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.

• 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.

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

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

• 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 travel materials in coordination with University policies and procedures.

• Maintain organized electronic and physical filing systems for the Dean's Office in accordance with University records retention policies.
• Ensure materials, correspondence, and documentation are properly archived and accessible.
• Support administrative compliance with institutional policies, procedures, and documentation standards.

• Work closely with the Chief of Staff and other leadership to support implementation of the Dean's priorities.
• Document office processes and proactively identify opportunities for administrative and operational improvement.

The core technical skills listed are most essential; additional technical skills may be required based on specific division or department needs.

• Bachelor's Degree.
• Five years of progressively responsible experience providing…