Executive Assistant to Academic Deans

Job Responsibilities

• Serves as a point of contact for the Academic Deans, representing them and creating a welcoming environment for guests. Facilitates clear communication between academic leadership and faculty, staff, students, and external visitors. Promotes a positive image of the University and stays informed about University programs and initiatives. Manages correspondence, answers phone calls, takes messages, and drafts emails on behalf of the Academic Deans while maintaining confidentiality and professionalism.
• Maintains the calendars for the Academic Deans, scheduling appointments and prioritizing commitments; creates Zoom and Teams links for virtual meetings and assists in scheduling and implementation of academic events for Academic leadership.
• Reserves rooms and spaces for meetings and events. Assists in the planning, coordination, and oversight of academic and university events and special projects as assigned; coordinates with Community Experiences and AV/technology needs, arranging for catering through Chartwells or off‑site vendors as needed.
• Registers Academic Deans for conferences and maintains records of memberships. Manages travel arrangements and processes travel expenses using Center Card; assists with Academic Administration office flow; orders office supplies and equipment, maintaining office and building needs; performs additional responsibilities as assigned by Academic leadership and assumes multiple roles when staff or Administrative Assistants are unavailable or positions are vacant.

• Exceptional communication skills—clear, professional, written and verbal.
• Team management—able to oversee front‑desk coverage and ensure consistent phone and in‑person coverage.
• Organizational excellence—manage multiple calendars, prioritize tasks, and coordinate complex schedules and events; strong follow‑through skills.
• Technological proficiency—Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); design tools (Adobe Express, Canva);
  Zoom, Microsoft Teams, SharePoint and other virtual meeting and cloud collaboration platforms.
• Event planning and coordination experience—organizing meetings, academic events, conferences, including logistics, catering, and AV coordination.
• Attention to detail—high accuracy in preparing documents, managing records, and handling confidential information.
• Budget and expense management—familiarity with budget tracking, expense reporting, and procurement processes.
• Professionalism and discretion—maintains confidentiality and exercises sound judgment in sensitive situations; high standards of conduct, appearance, and attitude.
• Interpersonal skills—build positive relationships with faculty, staff, students, and external stakeholders; knowledge of guest experience satisfaction.
• Problem‑solving—proactive in identifying issues and implementing effective solutions.
• Adaptability and initiative—comfortable working in a dynamic environment and taking initiative without constant supervision.
• Supervisory and training experience—mentor and support administrative staff, fostering a collaborative and growth‑oriented team culture.
• Familiarity with higher education environment—understanding of academic structures, governance, and university operations.

Required: Associate’s degree or high school diploma (two years of relevant experience may substitute for the degree).

Preferred: Bachelor’s degree.

Required: Office administrative experience (at least two years); a bachelor’s degree in a related field may substitute for work experience.

Preferred: Office administration experience in an academic setting.

• Must be a member of a local evangelical Christian church.