Executive Assistant - Libraries

Nevada System of Higher Education•Reno, NV

1d•Onsite

About The Position

The University Libraries at the University of Nevada, Reno is seeking a highly professional and detail-oriented Executive Assistant to the Dean to provide advanced administrative and operational support within a dynamic academic environment. This position serves as the primary administrative contact for the Office of the Dean and plays an integral role in supporting library leadership, faculty affairs, and division-wide initiatives. The Executive Assistant to the Dean is responsible for managing complex administrative operations, coordinating executive-level communications, and supporting strategic initiatives across the University Libraries. The successful candidate will demonstrate exceptional organizational and interpersonal skills, sound judgment, discretion, and the ability to independently manage multiple priorities in a fast-paced setting. In addition to providing direct executive support, this position contributes to key administrative functions including faculty promotion and tenure processes, grant administration support, recruitment and search coordination, and special event planning. The role requires a collaborative approach and a strong commitment to professionalism, customer service, and operational excellence.

Requirements

Graduation from high school or equivalent education and five (5) years of progressively responsible administrative support experience which included overseeing administrative office activities, maintaining complex records, and coordinating administrative communication including written and oral information to various managers and work groups.
Or one (1) year of experience as an Administrative Assistant IV in Nevada State service which included administrative support duties as described above.
Or an equivalent combination of education and experience as described above.

Nice To Haves

Experience supporting executive leadership.
Experience in higher education or public sector environments.
Familiarity with faculty affairs processes, grants administration, or institutional policies.
Strong skills in Microsoft Office (Excel, Word, PowerPoint)
Demonstrated ability to manage complex schedules and competing priorities.

Responsibilities

Serve as the first point of contact for the Dean’s Office, handling communications with campus leadership, faculty, staff, and external stakeholders.
Manage a complex calendar, including scheduling meetings, coordinating logistics, and arranging travel.
Prepare and compose correspondence, reports, presentations, and announcements.
Research and respond to inquiries, complaints, and sensitive issues, exercising independent judgment.
Coordinate and support meetings, including preparing agendas, materials, and follow-up actions.
Gather and analyze information to support decision-making and strategic initiatives.
Track assignments and ensure timely follow-up on behalf of the Dean.
Coordinate professional staff searches as assigned.
Provide meeting support for leadership and faculty groups, including Libraries Managers’ Meetings and Faculty Meetings.
Assist with grant proposal development, submission, and budget tracking in collaboration with Principal Investigators and Sponsored Projects.
Support events, including planning, logistics, and coordination.
Serve as a point of contact for external stakeholders, including donors, community partners, and library board members.
Provide backup support for administrative office operations as needed.
Coordinate promotion, tenure, and evaluation processes for academic faculty within the Libraries.
Serve as liaison with campus offices such as the Office of the Provost and Human Resources.
Develop and distribute timelines, guidelines, and supporting documentation for faculty review and tenure process.
Maintain official records and provide guidance on policies and procedures relating to faculty promotion, tenure, and evaluation processes.