Executive Assistant

Job Summary

The Executive Assistant provides executive-level support to the Dean of the College of Education. The successful candidate will exercise sound judgment, demonstrate strong communication, administrative, time-management, and organizational skills, and display high social and emotional intelligence.

Responsibilities

• Provides high-level executive support to the Dean and Associate Deans, exercising sound judgment and managing sensitive and confidential information with discretion.
• Oversees and leads complex projects and initiatives on behalf of college leadership, ensuring timely coordination, follow-up, and completion across multiple stakeholders.
• Manages and prioritizes complex calendars, schedules, and meeting logistics for the Dean and Associate Deans, including coordination across time zones and with internal and external partners.
• Anticipates leadership needs and proactively prepares materials, agendas, and briefings for meetings, retreats, and external engagements.
• Captures and coordinates faculty searches, executive appointments, and other high-impact administrative processes, including document tracking, travel logistics, and reimbursement processing.
• Drafts, edits, and manages communications, reports, presentations, and correspondence on behalf of the Dean and Associate Deans for both internal and external audiences.
• Serves as a key liaison between the Dean's Office and college departments, university offices, external partners, donors, and advisory boards, ensuring smooth communication and alignment.
• Supports the planning and execution of events hosted by the Dean's Office, including logistics, hospitality, vendor coordination, and communication.
• Maintains efficient workflows for information management and task prioritization in the Dean's Office, including file organization, tracking action items, and supporting office operations.
• Supervises and supports other administrative staff as needed, helping manage workflow and providing coaching and feedback to ensure operational excellence.
• Conducts research and analysis and prepares summaries and reports to inform leadership decision-making.
• Performs other duties as assigned in support of the Dean's Office and the mission of the College of Education.

Problem Solving

• Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public.
• Must use judgement and discretion when advising others of the executive's view on policies and other issues.
• This position initiates and has input in the hiring and employment decisions related to subordinate staff.
• Incumbents in this position may be required to represent the executive at meetings and interact with individuals at the highest levels in public and private organizations on a local and national basis.

Physical Requirements

• Nearly Continuously: Sitting, hearing, listening, talking.
• Often: Repetitive hand motion (such as typing), walking.
• Seldom: Bending, reaching overhead.

Minimum Qualifications

• Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field.
• Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required.
• Demonstrated human relations and effective communication skills are also required.

EQUIVALENCE STATEMENT

• 1 year of higher education can be substituted for 1 year of directly related work experience.