Executive Assistant to the Dean

Executive Assistant to the Dean

Reporting to the Dean, the Executive Assistant to the Dean provides comprehensive executive-level administrative, operational, and project support to ensure the effective administration of the School. Serving as the primary administrative liaison for the Dean's Office, the Executive Assistant exercises a high degree of independent judgment, discretion, professionalism, and confidentiality while coordinating executive communications, academic operations, faculty support, committee activities, budget administration, special projects, and school-wide initiatives.

The Executive Assistant serves as a key resource for faculty, staff, students, alumni, advisory boards, and external partners by facilitating the efficient operation of the Dean's Office and supporting the School's strategic priorities in alignment with the mission and values of Saint Mary's College.

Executive Support

• Provide comprehensive executive-level administrative support to the Dean, including complex calendar management, scheduling, travel coordination, meeting logistics, and executive correspondence.
• Screen and prioritize requests for the Dean's time, exercising sound judgment in managing competing priorities, deadlines, and confidential matters.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, meeting materials, agendas, minutes, and other executive communications.
• Manage confidential records, files, and documentation in accordance with College policies, records retention requirements, and applicable privacy standards.
• Serve as the primary point of contact for the Dean's Office, responding to inquiries and directing matters to the appropriate resources.
• Coordinate special projects and initiatives on behalf of the Dean and monitor progress to ensure timely completion.
• Maintain effective communication between the Dean's Office and faculty, staff, students, administrators, alumni, advisory boards, and external constituents.

Academic Affairs & Faculty Support

• Coordinate faculty recruitment activities, including scheduling interviews, committee meetings, candidate itineraries, and recruitment logistics.
• Assist with faculty appointment, promotion, tenure, sabbatical, leave, evaluation, and other confidential academic personnel processes.
• Coordinate faculty meetings and prepare agendas, meeting materials, minutes, and follow-up communications.
• Maintain confidential faculty personnel records and related documentation.
• Assist with adjunct faculty appointments, contracts, workload documentation, and other academic personnel transactions.
• Coordinate School participation in commencement, convocation, faculty recognition events, and other academic ceremonies.
• Support accreditation activities by coordinating documentation, meetings, timelines, and related administrative processes, as applicable.
• Assist with academic scheduling, committee coordination, and implementation of School initiatives.

Operational & Financial Support

• Monitor and assist with the School's operating budget by processing purchase requisitions, invoices, expense reimbursements, travel requests, contracts, and other financial documentation.
• Maintain accurate records related to budgets, purchasing, contracts, and expenditures.
• Coordinate space reservations, event logistics, travel arrangements, and hospitality for School meetings, conferences, and special events.
• Assist with preparation of reports, data collection, and documentation supporting School operations and strategic planning.
• Recommend improvements to administrative processes, workflows, and office procedures that enhance operational efficiency.

Communication, Customer Service & Project Coordination

• Serve as the School's primary administrative liaison by establishing and maintaining collaborative working relationships with faculty, staff, students, alumni, donors, advisory boards, community partners, and external agencies.
• Coordinate School communications, announcements, newsletters, websites, and other informational materials as assigned.
• Interpret College and School policies and procedures to respond to inquiries and provide guidance or referrals, as appropriate.
• Coordinate committee meetings, advisory board meetings, and other governance activities, including scheduling, preparation of meeting materials, recording minutes, and tracking follow-up actions.
• Provide exceptional customer service while handling sensitive and confidential matters with diplomacy, professionalism, and sound judgment.

Other Duties as Assigned

Education:

Bachelor's degree from an accredited institution in Business Administration, Public Administration, Higher Education Administration, Communications, English, or a closely related field required. Master's degree preferred.

Experience:

Minimum of five (5) years of progressively responsible experience providing executive-level administrative support required. Experience supporting senior leadership within higher education,…