Executive Administrative Assistant - Oxford College of Emory University

Emory University•Oxford, GA

20h•Hybrid

About The Position

Provides administrative support to the highest level of administration within the organization, primarily consisting of board-approved or reviewed executives and central senior academic and administrative deans reporting to the Provost or Dean of the School of Medicine. Examples are limited to a Dean of a College or School, Vice President, President or Chief Executive Officer of an affiliate, etc. Handles meeting and conference logistics; prepares and monitors budgets and project proposals; researches and compiles information for reports and presentations, including chart and graph preparation; manages office preparations. Maintains calendar for one or several executives and ensures appropriate preparation for daily activities; may coordinate domestic or foreign travel arrangements. Reviews incoming correspondences to executive and forwards appropriately or, based on a knowledge of recipient's views, may respond for them. Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution. Assists in the administration and interpretation of policies and procedures for the organization and department. May supervise and schedule clerical and secretarial staff, initiates paperwork for employee transactions, and assists in investigating and resolving employee issues or concerns. May act as a spokesperson for departmental inquiries. Performs related responsibilities as required. The Executive Assistant to the Dean and Chief of Staff serves as a trusted partner and key operational resource within the Office of the Dean at Oxford College of Emory University. This position reports to the Chief of Staff but provides high-level administrative support to both the Dean and Chief of Staff, facilitating the smooth and effective functioning of the Office. The Executive Assistant works with considerable independence, exercises sound judgment, and manages sensitive and confidential matters with discretion. This role requires exceptional organizational skills, a proactive mindset, and the ability to represent the Dean’s Office with professionalism in all interactions.

Requirements

Bachelor's degree in business administration, communications or a related field and three years of office administration or senior secretarial experience, or equivalent combination of experience, education, and training.
Previous experience with various personal computer software applications.
Positions in this classification may require the ability to type or keyboard 60 accurate words per minute.

Nice To Haves

Experience supporting senior leadership in a higher education or academic environment.
Familiarity with Emory University systems, policies, and procedures.
Experience with budget management, event coordination, and/or project management.
Demonstrated ability to handle highly confidential information with discretion and professionalism.
Exceptional written and verbal communication skills, including the ability to draft professional correspondence, reports, and presentations.
Strong interpersonal skills with a high degree of professionalism, tact, and cultural sensitivity.
Superior organizational and time-management skills; ability to manage multiple priorities and meet deadlines in a dynamic environment.
Sound judgment and the ability to work independently, take initiative, and problem-solve with minimal supervision.
Commitment to the mission of Oxford College and the values of a residential liberal arts learning community

Responsibilities

Manages and maintains complex calendars for the Dean and Chief of Staff; anticipates scheduling conflicts and proactively resolves them to ensure optimal use of time.
Reviews, prioritizes, and routes incoming correspondence, communications, and requests.
Coordinates and arranges domestic and international travel, including itineraries, accommodations, transportation, and travel expense reporting.
Prepares the Dean for daily activities, meetings, and engagements by compiling relevant background materials and briefing documents.
Plans and coordinates meetings, retreats, forums, and college-wide events, managing all logistical aspects including venue, catering, technology, and participant communications and promotion.
Prepares agendas, records and distributes minutes as requested. Tracks action items to ensure timely follow-through by relevant parties.
Acts as a primary point of contact for the Dean’s Office, professionally representing the Office in interactions with faculty, staff, students, board members, donors, and external partners.
Builds and maintains positive relationships across Oxford College and the broader Emory University community to facilitate effective communication and collaboration.
Assists in the interpretation and administration of college policies and procedures, ensuring consistent and accurate information is communicated to stakeholders.
Researches, compiles, and synthesizes information for reports, presentations, speeches, and briefings, including preparation of charts, graphs, and data visualizations.
Monitors, prepares, and reconciles budgets and project proposals for the Office of the Dean; processes financial transactions and maintains accurate records in accordance with university policies.
Maintains organized and up-to-date office records, filing systems, and databases.
Oversees general office operations, ensuring a welcoming, organized, and well-functioning environment that reflects the standards of the Dean’s Office.
Performs other related duties as required in support of the Dean, Chief of Staff, and the broader mission of Oxford College.