Senior Executive Assistant

About the role

The Dean's Office ("DO") supports the School's Dean of the Faculty. The Senior Executive Assistant will play a key role in supporting the dean's priorities.

Responsibilities

• Manages calls and emails, reviews, assesses, responds/reroutes, monitors follow up items to completion
• Tactfully negotiates requests for the Dean’s presence in meetings and at events
• Welcome and assists expected guests and unexpected visitors, creating a welcoming environment for all constituents
• Develops and maintains a general knowledge of the School
• Schedule management: proactively handles the day-to-day activities of the dean, managing the Dean's calendar, anticipating needs, resolving conflicts, and communicating updates to relevant stakeholders
• Oversees agenda-setting, gathering briefing materials, bios, and other prep materials
• Arranges complex and detailed travel plans, ensuring the Dean has all necessary information ahead of off-site meetings and trips
• Drafts, edits, and proofs brief correspondence and helps maintain archival records
• Works with the office coordinator to provide background for reconciling the dean’s expenses and reimbursements and the Dean’s corporate card
• Anticipates the needs of the Dean and acts proactively, strategically, and in symmetry with the DO staff
• Organizes and implements administrative systems and procedures to promote efficiency gains; maximizes the use of available technology and applications

Qualifications

• Bachelor's Degree or equivalent experience is required
• 5+ years of experience working with and supporting senior/executive level leaders or related experience required
• Experience with calendar management of senior/executive leaders is required
• Experience with an academic environment
• A desire to bring order, initiative, and collaboration are essential
• Advanced fluency with Microsoft Office Suite of programs inclusive of Outlook and collaboration programs (e.g., Zoom, Teams, SharePoint, OneNote)
• Demonstrated ability to learn and navigate complex organizational systems, policies, and procedures
• Proven task management and organizational skills
• Aptitude for learning new systems quickly
• Excellent written, verbal and interpersonal communication skills
• Aptitude for preemptive, creative problem solving
• Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information
• Proven ability to provide responsive, professional support with an adaptable mindset

Additional Qualifications and Skills

• Advanced fluency with Microsoft Office Suite of programs inclusive of Outlook and collaboration programs (e.g., Zoom, Teams, SharePoint, OneNote)
• Demonstrated ability to learn and navigate complex organizational systems, policies, and procedures
• Proven task management and organizational skills
• Aptitude for learning new systems quickly
• Excellent written, verbal and interpersonal communication skills
• Aptitude for preemptive, creative problem solving
• Sound judgment, diplomacy, and professionalism handing competing demands in a fast-paced environment and handling sensitive/confidential information
• Proven ability to provide responsive, professional support with an adaptable mindset