Executive Assistant to Dean

Position: Executive Assistant to the Dean
About the Job

Position Summary:

The Administrative Assistant to the Dean provides high level administrative support to the Dean's Office. The major objective of the position is effectively managing the collective needs of the Dean's Office to ensure efficient office operations. Primary responsibilities include exercising professional and independent judgment while serving as an extension of the Dean's professional staff. This includes organizing and coordinating the day-to-day dean's office operations and special projects (e.g. support for strategic planning, professional development, faculty affairs, etc).

Works collaboratively with senior leaders, faculty, students, alumni, and external constituents to support the Dean in carrying out the College's priorities and projects.

Specific functions include exercising professional verbal and written communication skills for effective interaction with external and internal constituents, managing the logistics of complex scheduling and travel, driving follow-through on delegated work, maintaining files and databases, and other needs for effective operation of the Dean's office. Administrative responsibilities include support for sensitive collegiate functions. This position requires a positive attitude, strong written and verbal communication skills, and demonstrated organizational and project management skills noting the proven ability to work in a fast paced environment supporting multiple professionals simultaneously, and accurately Attention to detail in scheduling and the ability to coordinate a complex scheduling system is critical.

This position requires an on campus daily presence. This position is the liaison for visitors and managing dean's meeting arrivals, directing guests, and preparing meeting spaces

Administrative Operations & Office Management (60%)

Coordinating daily office operations to ensure smooth and efficient functioning of the Dean's Office. This may include purchase oversight inclusive of reconciliations, RFPs and invoicing.

Owning and driving follow-through on delegated work, clarifying ownership, tracking deadlines, and keeping priorities moving with minimal oversight.

Managing complex scheduling for the Dean, including prioritization, meetings,events, and travel logistics.

Maintaining office systems such as filing structures, databases, and shared resources.

Supporting special projects including strategic planning, professional development initiatives, faculty affairs activities, and other Dean‑directed priorities.

Communication & Constituent Engagement (15%)

Serving as a primary point of contact for internal and external stakeholders, demonstrating professionalism and discretion.

Drafting, editing, and preparing communications on behalf of the Dean's Office.

Facilitating effective interactions with senior leaders, faculty, students, alumni, and external partners.

Support for Collegiate Processes (10%)

Providing administrative support for sensitive functions as requested by the dean and CVM leaders.

Coordinating documentation and timelines for major collegiate initiatives and compliance‑related activities.

Events/Project Coordination (10%)

Assisting with planning and execution of events, meetings, retreats, and professional development activities.

Other Duties as Assigned (5%)

Qualifications

All required qualifications must be included in the application materials

Minimum qualifications - Education/

Experience:

BA/BS with at least 2 years of professional experience or a combination of related education and work experience to equal six years; work within an office setting and/or a position that involves comparing, verifying and reconciling data to help the department achieve overall objectives.

Skills:

Strong interpersonal skills
-written and verbal;
Sensitive people management skills: a high level of emotional intelligence; excellent interpersonal skills; and the ability to work well under pressure with competing deadlines.

Abilities: ability to interact and work effectively with a broad group of employees. Ability to work at both a strategic and operational level. Ability to assess potential problems and make sound judgment. Demonstrated…