Executive Assistant to the Dean of Libraries

Binghamton University•Binghamton, NY

71d•$60,000 - $75,000

About The Position

The Executive Assistant to the Dean plays a pivotal role in supporting the libraries' mission, strategic priorities, and operations by facilitating effective communication and ensuring seamless administrative processes. This dynamic role serves as a key liaison between the Dean, faculty, staff, students, and external partners, while managing the Dean's calendar, coordinating meetings, and organizing events that align with the Libraries' values of collaboration, service, and innovation. Responsibilities also include supporting special projects and committees that further the Libraries' goals. The Executive Assistant reports to and works closely with the Dean to prioritize daily tasks and operations and will have strong collaboration with the Senior Director for Administrative Services and other administrative staff. This role demands attention to detail, proactive communication, and the ability to handle multiple tasks efficiently. The Executive Assistant is essential in ensuring the smooth functioning of the Dean's responsibilities, managing internal and external relations, and contributing to the success of key initiatives.

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 liaison between the staff and the Dean to ensure timely and accurate exchange of information, fostering a collaborative and high-performing environment.
Manage the Dean's schedule, calendar, and logistics, ensuring smooth coordination of meetings, committees, and events.
Arrange domestic and international travel for the Dean, including transportation, accommodations, and itineraries.
Collaborate with events, alumni, and communications teams to facilitate the Dean's engagements.
Prepare and distribute agendas, reports, meeting notes, and other materials for meetings.
Monitor ongoing tasks and complete assignments in a timely manner.
Support the Dean's committees and confidential operations, including faculty processes (e.g., sabbatical, tenure, promotion, evaluations).
Serve as a point of contact for internal and external stakeholders, maintaining clear communication channels.
Draft, edit, finalize, and send documents, emails, and other communications that advance the dean's campus and professional commitments.
Participate in professional development, compliance training, and serve on 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.