Executive Assistant

Position Specifics

The Dean of the College of Agricultural Sciences is seeking an Executive Assistant located in University Park, PA. The Executive Assistant will provide advanced knowledge of principles, practices, software, and procedures in the Dean’s Office and deliver high-level management, administrative, technical, and advisory support to the Dean and Senior Associate Dean.

The role includes managing the Dean’s schedule and communications in partnership with the Director of Communications and College Relations, responding on behalf of the Dean to internal and external correspondence, providing input on operational activities, ensuring compliance with university guidelines for promotion and tenure, and preparing research, analysis, drafting, and compiling information for meetings and reporting metrics.

The Executive Assistant will oversee complex projects, events, and programs throughout the Dean’s Office, supervise and delegate work to administrative support staff, draft administrative correspondence, demonstrate and support diversity initiatives, improve office operational efficiency, and develop positive liaison relationships with internal and external stakeholders.

• Manage, supervise, plan, and direct the administrative activities of the Dean’s Office.
• Supervise, train, mentor, and provide performance reviews for the administrative assistant; manage and prioritize workload; cross‑train staff on special projects and committees.
• Coordinate the Dean’s calendar and prioritize scheduling, resolving competing meetings in conjunction with the Director of Communications and College Relations; arrange logistics and prepare relevant background material, agendas, and follow‑up.
• Manage domestic and international travel arrangements for the Dean and other individuals.
• Manage internal and external communications with the Director of Communications, including highly confidential issues, responding on behalf of the Dean when requested; manage annual and routine requests from central administration.
• Compile reports, records, and data; maintain databases, confidential files, and communications in line with best practices and university policy.
• Provide support to the Senior Associate Dean in academic affairs: college‑level P&T reviews, sabbatical applications, academic performance reviews, policy interpretation, and faculty hire offers.
• Manage academic unit leader and dean‑level searches, develop itineraries and travel arrangements, coordinate meetings, and distribute standard letters of changes in faculty appointments.
• Coordinate Distinguished Professorship and Evan Pugh nominations for the College of Agricultural Sciences.
• Work with central administration on P&T processes and submit dossiers per guidelines; manage PTORP and communicate results and official feedback letters; update Workday for appointment changes.
• Prepare endowment and professorship letters with the Director of Development and Alumni Relations; liaise with central administration for approval.
• Communicate college support for sabbatical applications to central administration and work with the Vice Provost’s office to manage all sabbatical processes.
• Develop and maintain proficiency with current and new enterprise software; evaluate and update office procedures; implement tools to improve operational efficiency.
• Serve on committees as requested; serve as Manager Recruiting Support (MRS) and Timekeeper for the College; approve expenditures for the executive office.
• Act as point of contact for the University Faculty Senate; handle updates for the Senate Census information.
• Coordinate information between Human Resources and the Financial Office for the ASI process annually.
• Serve as designated delegate for the Dean in the Travel Safety Network and SAP Concur.

• 6+ years of experience in executive support roles, preferably in an academic setting.
• Exceptional organizational and time‑management skills, with the ability to prioritize tasks effectively.
• Outstanding written and verbal communication skills, with a high level of professionalism.
• Proficiency in office productivity software such as Microsoft Office Suite, Adobe…