Executive Assistant to the Dean, Feliciano School of Business

Montclair State University•Montclair, NJ

About The Position

Reporting to the Dean of the Feliciano School of Business, the Executive Assistant is responsible for providing confidential administrative support to the Dean and the Dean’s Office. This position encompasses a broad and complex range of administrative responsibilities while overseeing and contributing to the effective functioning and business operations of the Dean’s Office. The Executive Assistant serves as a liaison between the Feliciano School of Business and a wide range of individuals and organizations, both on and off campus, to advance the goals of the School.

Requirements

Bachelor’s degree from an accredited college or university.
Minimum of three years of professional experience in administrative or executive support roles.
Demonstrated experience managing complex schedules, meetings, and administrative operations.
Excellent written, verbal, and interpersonal communication skills, with the ability to draft and edit memos, letters, reports, and email communications.
Strong organizational skills with a high level of confidentiality, accuracy, attention to detail, and timeliness; ability to exercise sound judgment when handling sensitive information.
Ability to build and maintain effective working relationships across academic, administrative, and external communities.
Proficiency in Microsoft Office Suite.

Nice To Haves

Master’s degree from an accredited college or university.
Experience working in a higher education environment.
Proficiency with Workday.
An affinity for working in a dynamic, fast-paced environment.
Experience handling sensitive and confidential information with discretion.
Experience interacting with senior leadership, faculty, and external stakeholders.

Responsibilities

Perform a broad range of administrative tasks to support the Dean, including staffing committees; managing confidential correspondence and meeting materials; coordinating schedules; organizing and executing events and initiatives; and debriefing the Dean on outstanding issues and concerns.
Plan, develop, and execute special projects related to School and University-wide operations, including engaging relevant stakeholders and utilizing project tracking and reporting procedures to ensure timely completion.
Manage the Dean’s and the School’s calendars, including leadership meetings, special events, and meetings with University leadership, faculty, staff, and students.
Coordinate domestic and international travel arrangements, including itineraries, logistics, and expense reporting.
Process and distribute Dean’s List letters, as well as any communications from the Dean to members of the School or University.
Update the Dean on daily activities.
Track and prepare for upcoming deadlines, events, and agenda items that require action by the Dean.
Draft, edit, and compile materials for meetings, projects, and presentations; prepare reports, meeting minutes, and high-level correspondence; and develop and administer online surveys for data collection and analysis.
Maintain faculty and staff listservs for the Dean and/or School.
Review forms and documents requiring the Dean’s signature, ensuring accuracy and compliance with academic policies.
Organize and coordinate events led by the Dean or Dean’s Office, including retreats, workshops, panels, focus groups, mailings, and meetings.
Assist in determining event logistics such as date, time, location, and agenda.
Manage all arrangements, including scheduling facilities and services, coordinating with departments, faculty, staff, alumni, and external stakeholders, and processing related documentation and payments.
Manage and maintain the School’s confidential personnel files.
Staff the Dean’s Office suite, providing timely assistance to in-person, written, and telephone inquiries.
Coordinate faculty personnel processes, including reappointments, tenure, promotions, faculty assessments, chair evaluations, and elections, ensuring timely communication and documentation in collaboration with the Provost’s Office.
Support faculty recruitment and hiring processes, including scheduling candidate interviews, coordinating documentation, and facilitating onboarding in collaboration with HR and the Provost’s Office.
Prepare requests for purchase of supplies, materials, and equipment and place work orders and maintenance requests for the Dean’s Office suite and School spaces.
Assist in planning and communications related to events such as Advisory Board meetings and Commencement.
Maintain proficiency in use of software/technology systems and applications.
Participate in ongoing training to maintain competency in new technologies.
Perform other duties as assigned.
Management retains the right to add or change job duties at any time.