Executive Assistant to Dean

Administrative Support Specialist 4

Job Family:
Administrative Support

Time Type:
Full time

Max Pay – Depends on experience: $90,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and seven (7) years of experience appropriate to the area of assignment/field; OR, any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile

Summary:

Provides complex administrative and programmatic support to leadership on specialized topics.

Job Description:

The Herberger Institute for Design and the Arts seeks a highly experienced Executive Assistant to provide strategic, proactive support to the Dean as well as the Executive Director for Institute Effectiveness. This role is ideal for a seasoned executive assistant who thrives in a fast-paced, complex environment and exercises strong judgment, discretion, and autonomy.

The Executive Assistant serves as a trusted partner to the Dean, managing complex scheduling, communications, meeting preparation, and operational workflows while anticipating needs and ensuring the Dean's time and attention are aligned with institutional priorities. This position interacts regularly with senior university leadership, faculty, staff, students, donors, and external partners.

Position Salary Range: $85,700 - $90,000; depends on experience within posted range.

Essential Duties:

• Executive & Calendar Management
  • Manage a highly complex calendar with back-to-back meetings, built-in recovery time, work blocks, and travel considerations.
  • Schedule meetings across campus and via Zoom, prioritizing VIPs and senior leadership while resolving conflicts diplomatically.
  • Proactively scan the calendar months in advance to support long-range planning and recurring decision cycles.
  • Manage office hours, including waitlists, scheduling adjustments, and coordination with Student Success for appropriate triage.
• Meeting & Agenda Coordination
  • Prepare and organize materials for meetings, presentations, leadership forums, and the Dean's Think Tank.
  • Maintain structured Google Drive folders and notes that capture original requests, deadlines, meeting duration, and prep materials.
  • Track agendas and action items for leadership and School Director meetings, supporting a rhythm of preview, discussion, and decision-making.
  • Coordinate huddles, confirm attendees, manage timing, and maintain summary notes for institutional record keeping.
• Communication & Email Triage
  • Manage the Dean's inbox, prioritizing and flagging communications from senior leadership, donors, and VIP stakeholders.
  • Independently process and file routine documents (e.g., Adobe Sign agreements for guest artists).
  • Reduce email volume through thoughtful use of tools such as Keep and Outlook filters, while ensuring critical information is surfaced promptly.
• Operational & Stakeholder Support
  • Serve as a primary point of contact for internal and external stakeholders, exercising discretion and sound judgment.
  • Coordinate logistics for events and meetings, including room reservations, Zoom links, and refreshments.
  • Communicate clearly and professionally on behalf of the Dean, redirecting requests as appropriate.

Desired

Qualifications:

• Experience in using judgment, creativity, emotional intelligence, and working at a high level of proficiency.
• Experience working in a higher education environment.
• Experience providing executive support to a senior leader, CEO/COO, Dean or higher.
• Experience in demonstrating tact and diplomacy and in maintaining effective working relationships.
• Experience in quickly changing priorities which may include and/or are subject to resolutions of conflicts.
• Demonstrated knowledge of administrative principles and practices.
• Demonstrated knowledge of handling confidential, proprietary and privileged documents and information.
• Demonstrated ability to learn University policies and procedures.
• Demonstrated knowledge of accounting and budgeting procedures and techniques.
• Experience in planning, analyzing and coordinating activities and establishing priorities.
• Evidence of effective communication.
• Experience in dealing…