Executive Administrative Assistant: College of Emerging and Collaborative Studies - UTK

University of Tennessee•Knoxville, TN

10d•Onsite

About The Position

The Executive Administrative Assistant serves as the trusted partner and primary administrative professional supporting the Vice Provost and Founding Dean of the College of Emerging and Collaborative Studies (CECS). This highly visible position requires exceptional judgment, discretion, professionalism, and executive presence while serving as the central coordinator for the Dean's Office. The role extends well beyond traditional administrative support by anticipating needs, proactively managing priorities, protecting the Dean's most valuable resource, time, and ensuring the Dean's attention remains focused on advancing the college's mission, people, partnerships, and strategic vision. This position serves as the Dean's trusted assistant on administrative operations and is a critical contributor to the continued success of one of the university's fastest growing and most innovative colleges. As the Dean's principal administrative partner, the Executive Administrative Assistant exercises independent judgment in managing competing priorities, coordinating complex calendars, preparing executive materials, and facilitating interactions with university leadership, faculty, staff, students, donors, industry partners, government officials, and external stakeholders. The successful candidate will think strategically, anticipate challenges before they arise, and ensure every interaction reflects the professionalism and excellence of the Dean's Office. The ideal candidate is an experienced executive support professional with demonstrated experience supporting senior executives, preferably within higher education. This individual possesses exceptional organizational skills, emotional intelligence, awareness of complex organizational structures and operations, and the maturity to confidently navigate complex situations while representing the Dean with professionalism, diplomacy, and sound judgment. The successful candidate thrives in a fast-paced environment, excels at managing multiple high-priority initiatives simultaneously, and consistently demonstrates initiative by solving problems before they become obstacles.

Requirements

Bachelor's degree and 5 years of progressively responsible administrative experience or In lieu of a Bachelor's, 7 total years of progressively responsible administrative experience
Experience supporting senior executives, presidents, vice presidents, deans, or other executive leaders
Superior-level customer service experience required
Exceptional and professional written and verbal communication to various audiences including ability to draft high-level correspondence
Demonstrated ability to manage executive calendars involving numerous competing priorities
Outstanding organizational, planning, and project coordination abilities
Proven ability to anticipate executive needs, exercise independent judgment, and solve problems proactively with a commitment to excellence and continuous improvement
Ability to work independently, manage competing priorities, and meet deadlines in a growing environment
High degree of professionalism, emotional intelligence, diplomacy, and executive presence
Ability to maintain strict confidentiality and exercise sound judgment
Advanced proficiency with Microsoft Office, calendaring systems, and collaboration technologies
High attention to detail
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Bachelor’s and/or Master’s degree or more than 5 years of administrative office experience
CAP certified (Certified Administrative Professional)
Experience with Higher Education practices and UT policies and procedures
Experience with existing campus platforms: DASH, Canvas, Interfolio, Banner, etc

Responsibilities

Serve as the primary executive support professional to the Vice Provost and Founding Dean, managing complex calendars, priorities, travel, correspondence, and daily operations.
Coordinate executive meetings, prepare agendas and materials, document action items, and ensure timely follow-through on strategic initiatives.
Anticipate needs, manage competing priorities, solve problems proactively, and exercise sound judgment in handling confidential and sensitive matters.
Serve as the primary point of contact for the Dean's Office, building positive relationships with university leadership, faculty, staff, students, and external partners.
Draft and prepare executive correspondence, reports, presentations, briefing materials, and other official communications on behalf of the Dean.
Conduct research, compile information, and provide administrative support for strategic projects and college initiatives.
Coordinate executive travel, reimbursements, financial transactions, and business operations in compliance with university policies.
Manage logistics and hospitality for VIP visitors, executive meetings, and special events while supporting college-wide programs and initiatives.
Oversee administrative resources, including conference room scheduling and reserved parking, while supporting efficient office operations.
Continuously improve administrative processes and provide operational support to advance the mission and strategic priorities of the College.