Senior Administrative Assistant

About the role

The Senior Administrative Assistant to the Dean supports the Dean of the College of Aviation at the Prescott campus. The College of Aviation currently serves approximately 1,400 students and is experiencing enrollment growth and increased research activity.

Responsibilities

• Provide comprehensive administrative support to the Dean, including managing schedules, appointments, travel arrangements, tours, and reimbursements.
• Serve as a primary liaison on behalf of the Dean, interfacing with internal stakeholders and external constituencies such as industry partners, advisory boards, VIP visitors, and university leadership.
• Support strategic initiatives by tracking key performance indicators, maintaining data, and preparing reports for College and departmental leadership.
• Cook up College leadership meetings, including scheduling, agenda development, and hosting (including meals and logistics).
• Manage communications on behalf of the Dean, ensuring professionalism, accuracy, and timeliness.
• Oversee purchasing and operational logistics for the Dean’s office and organize technology tools and electronic data systems for leadership use.
• Provide mentorship and guidance to administrative staff across the College, promoting consistency, collaboration, and professional development.
• Coordinate resources and training opportunities to support administrative staff across the College.
• Lead coordination and communication for the College’s advisory boards:
• Serve as primary liaison to the Aviation Advisory Board (AAB) and Industry Advisory Board (IAB)
• Coordinate schedules, agendas, and meetings
• Host and manage all aspects of advisory board meetings
• Maintain member profiles, contact lists, and related web content
• Manage MS Teams and other platforms used for communication and data sharing
• May provide oversight to student employees within the College office, as applicable.

Qualifications

• High school diploma or GED required
• 1-3 years of administrative or related experience
• Demonstrates sound judgment, discretion, and the ability to maintain confidentiality while building trust with internal and external stakeholders.
• Works independently with a high level of professionalism and maturity, making effective decisions and knowing when to seek guidance or escalate issues.
• Exceptional written and verbal communication skills, with the ability to produce clear, concise, error-free, and professional communications.
• Highly organized with strong attention to detail and a commitment to accuracy and excellence.
• Dependable, proactive, and conscientious, with a consistent professional demeanor.
• Strong proficiency in technology and office tools, with the ability to quickly learn and adapt to new systems and platforms.