Executive Assistant to the Dean of Libraries

Binghamton University•Binghamton, NY

3d•Onsite

About The Position

The Executive Assistant to the Dean plays a pivotal role in supporting the Libraries' mission, strategic priorities, and operations by providing high-level administrative and organizational support to the Dean. The position serves as a key liaison between the Dean, faculty, staff, students, University offices, and external partners and is responsible for managing the Dean's calendar, coordinating meetings and events, supporting special projects, and ensuring timely follow-through on priorities. The Executive Assistant works closely with the Dean to anticipate needs, manage competing priorities, and coordinate the administrative processes necessary to support the Dean's responsibilities. The position requires initiative, sound judgment, discretion, strong organizational skills, and the ability to independently manage multiple priorities. The Executive Assistant is expected to handle routine matters independently, identify issues requiring the Dean's attention, and ensure that commitments and assignments move forward in a timely manner. The position also provides confidential administrative support to the Dean for specific personnel and faculty processes, including completing and coordinating required documentation, tracking approvals and deadlines, and communicating with Human Resources and other University offices as directed by the Dean. The Executive Assistant reports directly to the Dean of Libraries and works closely with senior Library leadership and administrative staff. The successful candidate will be highly organized, proactive, responsive, and comfortable working with sensitive information and with individuals at all levels of the University and beyond. The position offers the opportunity to work closely with senior leadership and contribute directly to initiatives that advance the Libraries' strategic priorities and operations.

Requirements

Bachelor's degree
At least 2 years of administrative experience
Effective interpersonal, organizational, and communication skills
Proficiency in standard office software (e.g., Google Docs, Microsoft Word, Excel, PowerPoint)
Ability to manage multiple priorities and maintain confidentiality

Nice To Haves

Experience supporting senior executives or managers in an administrative capacity
Experience working in higher education or comparable organizational settings
Familiarity with academic policies, faculty processes, and university operations
Experience using scheduling tools
Experience coordinating travel and events, including international arrangements
Flexibility and adaptability to dynamic office settings and evolving priorities

Responsibilities

Serve as a key liaison between the Dean and faculty, staff, students, University offices, external partners, and professional organizations, ensuring timely and accurate communication.
Manage the Dean's calendar, schedule, and logistics, exercising judgment in coordinating meetings, committees, events, and competing priorities.
Prepare the Dean for meetings and engagements by coordinating agendas, gathering information and materials, preparing documents, and tracking follow-up items.
Arrange domestic and international travel for the Dean, including transportation, accommodations, itineraries, reimbursements, and related documentation.
Coordinate meetings, events, and other engagements involving the Dean, collaborating with appropriate Library and University offices.
Coordinate special projects and assignments on behalf of the Dean, including tracking timelines, communicating with stakeholders, monitoring deliverables, and ensuring follow-through.
Anticipate and respond to the Dean's administrative needs, independently addressing routine matters and bringing issues requiring the Dean's attention forward in a timely manner.
Provide confidential administrative support to the Dean for faculty personnel processes, including tenure and promotion, reappointment, evaluation, sabbatical, and related processes.
Complete and coordinate HR forms and other required documentation for faculty personnel actions initiated or approved by the Dean; track required approvals and deadlines and communicate with Human Resources and other University offices as directed.
Maintain confidential records and information with a high degree of discretion and professionalism.
Draft, edit, finalize, and distribute correspondence, reports, presentations, meeting materials, and other communications on behalf of the Dean.
Monitor ongoing tasks, commitments, and deadlines and proactively follow up with appropriate individuals to ensure timely completion.
Coordinate the Dean's participation in professional, campus, and community activities, including communication and logistical arrangements.
Collaborate with senior Library leadership and administrative staff to coordinate priorities and support effective Library operations.
Identify opportunities to improve administrative processes and develop more efficient workflows and procedures within the Office of the Dean.
Participate in professional development, compliance training, and committees as appropriate.
Participate in a work culture that promotes diversity and anti-racism and actively works to eliminate or mitigate the effects of systemic racism and bias.