Executive Assistant I to the Dean
About The Position
The University of Louisville is seeking to hire an Executive Assistant I. This role provides high-level administrative and operational support to the Dean and senior leadership within the School of Music. The position manages executive schedules, coordinates meetings and events, prepares communications and briefing materials, oversees a variety of projects and office functions to ensure smooth, efficient operations, is responsible for all Workday HR functions/processes (e.g. hiring faculty, part-time lecturers, staff, graduate students, student workers and temporaries), and is the liaison with Faculty Affairs – both internal and with the Provost’s Office. The role requires strong judgment, professionalism, confidentiality, and the ability to work independently in a fast-paced environment.
Requirements
- Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience.
Responsibilities
- Provide executive-level administrative support, including calendar management, meeting coordination, and preparation of documents and briefings including faculty load letters, part-time lecturer appointment letters, and accreditation reports.
- Draft, edit, and manage communications, reports, and presentations for leadership.
- Coordinate projects and initiatives, track deadlines, and ensure follow-through on action items.
- Plan and support events, meetings, visits, and related logistics.
- Schedules all travel related to the Dean, which includes ensuring event registrations are processed, flight and hotel arrangements are completed in a timely fashion and ensuring that all travel expenses and reimbursements are processed within the appropriate period upon the Dean’s return.
- Maintain office operations, records, and digital files; oversee inventory and ordering of office supplies.
- Coordinate staff, student, part-time lecturer and faculty hiring and information related to appointments, promotion and tenure reviews, annual performance reviews, resignations, contracts, or other sensitive information, such as grievances or litigations.
- Handles highly confidential information. Responds to or initiates correspondence of a confidential or technical nature in a timely fashion. Serves as the first point of contact to the Dean and represents the Dean in a highly positive and professional customer service manner.
- Assist with short-term projects and special assignments.
- Perform additional duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
