Executive Assistant I

About the role

Report directly to the Dean of the College of Arts & Sciences, providing critical administrative support and performing private administrative duties of a complex, confidential and responsible nature.

Responsibilities

• Assist the Dean in carrying out administrative responsibilities; research and troubleshoot issues needing resolution at the College level.
• Provide confidential administrative services, including:
  • Arrange and schedule meetings; type reports, correspondence, speeches, financial forms, and related materials; make travel arrangements; draft and respond to routine correspondence; proofread sabbatical, annual review, promotion and tenure materials; prepare agendas and take and transcribe minutes; prepare and maintain spreadsheets; establish and maintain e-mail lists for College councils; in consultation with the Dean, develop and maintain College files, and ensure their confidentiality.
• Arrange, schedule, support, and conduct special events, such as meetings, conferences, and fundraising events.
• Support marketing and outreach efforts as necessary.
• Arrange alumni campus visits and alumni career workshops in coordination with A&S Director of Development and Career Services.
• Answer phones, respond to e-mail, greet visitors to the Dean’s Office area, and disseminate information to a diverse constituency.
• Deal directly with the public, students, faculty, staff, and officials (both within and outside the University community) on behalf of the Dean.
• Prioritize responses to correspondence, phone calls, and various issues, to manage demands on the Dean’s time.
• Interview and recommend for appointment administrative and student help within the Office.
• Train, schedule and assign workloads to student help and support staff.
• Project management for one-off initiatives pertaining to the Dean’s Office.
• Perform other duties as required.

Licenses, Tools and Equipment

• Personal computers, printers; word processing, spreadsheet, and presentation & scheduling software; e-mail; social media; e-Campus software, Brightspace; fax and copying machines; calculator.

Requirements

• High school diploma or GED.
• Minimum of three years of responsible experience in an administrative support position (may include administrative work in a graduate assistantship) in a professional environment.
• Demonstrated time management and organizational skills in a multiple-priority environment.
• Demonstrated attention to detail.
• Demonstrated computer skills (i.e. word processing, spreadsheets, presentation & scheduling software).
• Demonstrated strong interpersonal and verbal communication skills.
• Demonstrated proficiency in written communication skills.
• Demonstrated supervisory experience.
• Demonstrated ability to maintain confidentiality.
• Demonstrated ability to work with diverse groups/populations.

Qualifications

• Bachelor’s degree.
• Demonstrated experience in higher education administration.
• Demonstrated knowledge of URI Policies, Processes, and systems.