Executive Assistant, College and Graduate School of Arts and Sciences Dean’s Office

Responsibilities

• Act as the right hand to senior leaders, providing sophisticated calendar management in a busy and ever-evolving office, with good judgment, emotional intelligence, and strong attention to detail
• Coordinating meetings and events, including catering orders and scheduling meeting rooms, locations, etc., to ensure meetings and events meet budgetary and format expectations
• Making travel arrangements and preparing expense reimbursement requests, maintaining appropriate documentation, and following required policies and procedures
• Handling internal and external requests, answering the telephone, responding to or triaging email inquiries
• Working in partnership with the Director for Academic Affairs Administration and Dean’s office colleagues to document operational processes, manage electronic files, and update administrative and operational calendars
• Providing hospitality to all guests and helping to foster a welcoming environment
• Attending meetings for the purpose of recording minutes and notes
• Collaborating closely with other administrative professionals to provide highly responsive, reliable, and coordinated executive support
• Completing other duties as assigned for the overall benefit of the Dean’s Office

Qualifications

• Communicate diplomatically and effectively both orally and in writing, with appropriate grammar and usage for an academic office
• Use Microsoft Outlook and other scheduling resources to manage busy schedules of multiple senior leaders in the Dean’s Office
• Anticipate the needs of senior leaders and proactively address them, demonstrating exceptional problem-solving abilities
• Complete tasks accurately with a high attention to detail
• Manage multiple tasks and competing priorities in a timely fashion
• Track projects and ensure that requests for information are met on time
• Maintain confidentiality and exercise judgment in uncertain and complex circumstances
• Exhibit an ability to be flexible, composed under pressure, resilient, and consistently professional
• Work independently as well as with diverse team members and stakeholders
• Make decisions based on standard operating procedures and policies
• Maintain knowledge of departmental, school, and university administrative policies and procedures as they are updated