Executive Administrative Assistant

Iowa State University•Ames, IA

1d•Onsite

About The Position

The College of Liberal Arts and Sciences at Iowa State University is seeking applications for an Executive Assistant to the Dean. The Executive Assistant serves as a key liaison between the Dean’s Office and a wide range of internal and external stakeholders, including the President’s Office, Provost’s Office, other deans, directors, department chairs, support staff, industry and government representatives, alumni, and the public. This role regularly manages sensitive, confidential, and high-profile matters requiring discretion, sound judgment, and professionalism. This position provides comprehensive executive-level support to the Dean by managing and prioritizing workflow, coordinating schedules, preparing meeting materials, arranging travel, and tracking deadlines and commitments. The Executive Assistant responds to inquiries on behalf of the Dean, screens and manages communications, resolves a variety of issues, and ensures the efficient operation of the Dean’s Office. The position may also supervise selected office personnel and support special projects and reports by gathering, analyzing, and summarizing information and providing recommendations to support decision-making. The successful candidate will be highly organized, self-motivated, and able to work independently with minimal supervision. The ability to prioritize competing responsibilities, manage multiple projects simultaneously, and adapt to changing priorities is essential. Strong written and verbal communication skills, strong interpersonal skills, exceptional attention to detail, and the ability to maintain confidentiality are required.

Requirements

Bachelor’s degree and 3 years of related experience
Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship.

Nice To Haves

Experience providing executive-level administrative support to senior leaders such as deans, provosts, vice presidents, department chairs, or other administrators in a higher education environment.
Proven experience managing complex executive calendars, coordinating travel arrangements, and balancing competing priorities while ensuring effective use of leadership time.
Experience drafting executive correspondence, reports, and meeting materials while exercising discretion in handling sensitive and confidential information.
Experience building and maintaining effective working relationships with stakeholders, including faculty, staff, administrators, students, alumni, community partners, and external organizations.
Demonstrated leadership and supervisory experience, including assigning and overseeing work, and providing guidance and support to staff.

Responsibilities

Provides high-level administrative and executive support to the Dean, exercising independent judgment, discretion, and attention to detail in managing complex and sensitive matters.
Manages and prioritizes the Dean’s calendar, including scheduling meetings, events, and commitments, and coordinating requests for appointments to ensure alignment with institutional priorities.
Coordinates meeting and travel logistics, including preparing agendas, briefing materials, and related documentation to ensure the Dean is fully prepared for engagements.
Serves as a primary liaison between the Dean’s Office and internal and external stakeholders, including university leadership, department chairs, faculty, staff, alumni, industry partners, government representatives, and the public.
Screens, prioritizes, and manages incoming communications (phone, email, and correspondence), ensuring timely and appropriate responses while protecting confidentiality and exercising sound judgment.
Drafts, edits, and coordinates professional correspondence, reports, presentations, and other materials on behalf of the Dean.
Gathers, compiles, analyzes, and summarizes data and information for reports, meetings, presentations, and special projects to support informed decision-making.
Plans, coordinates, and supports college events, meetings, and special initiatives.
Coordinates and facilitates responses to sensitive and confidential issues requiring the Dean’s attention, providing recommendations and follow-up as needed.
Represents the Dean’s Office as delegated, responding to inquiries on behalf of the Dean and ensuring alignment with college and university priorities.