Executive Assistant to the Dean

Chapman University Careers • Irvine, CA

13h • Onsite

About The Position

Ready to make an impact? In this role, you will support the Chapman University, Fowler School of Law mission of providing personalized education of distinction that leads to inquiring, ethical and productive lives as global citizens. The Executive Assistant to the Dean partners with the Dean, and Law school leadership including the Associate and Assistant Deans, to provide the administrative and business process support required for the effective functioning of the Office of the Dean. The Executive Assistant coordinates with internal and external stakeholders to process, distribute, and prioritize incoming requests for the Dean’s time, provides value-add management of the Dean’s calendar, including ensuring the Dean has the information needed to ensure effective meetings and events. Also manages travel arrangements and expense processing; coordinates special projects as directed, and proactively solves logistical and/or process challenges on behalf of the Dean.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience required.
• Minimum five years of related professional administrative work experience that includes experience in providing scheduling and special assistance to executive/professional level staff of an organization/office.
• Demonstrated ability to exercise sound judgment, discretion, and maintain the highest level of confidentiality when handling sensitive information and complex matters.
• Ability to anticipate needs, think strategically, and proactively plan and execute in a dynamic and evolving environment.
• Demonstrated curiosity and initiative in gathering information, seeking diverse perspectives, and developing thoughtful, value-added solutions.
• Exceptional interpersonal, written, and oral communication skills, with the ability to interact professionally and effectively with individuals at all levels of the University and external stakeholders.
• Strong project management skills with the ability to independently manage priorities, meet deadlines, and adapt to changing needs while maintaining a collaborative and flexible approach.
• Demonstrated ability to work effectively both independently and as part of a team in a fast-paced, service-oriented environment.
• Advanced proficiency with Microsoft Office 365 applications, including Outlook, calendar management, and related productivity tools.

Nice To Haves

• Experience with enterprise systems and applications such as SharePoint, CRM platforms, ERP systems, Concur, PeopleSoft Finance, or similar administrative systems is highly preferred

Responsibilities

• Serve as the primary liaison and point of access to the Dean’s office by evaluating, prioritizing and facilitating requests for the Dean’s time and attention
• Manage and maintain the Dean’s calendar. Schedule all appointments, meetings, and events, while coordinating related logistics.
• Provide administrative support to Associate and Assistant Deans and other law school staff as capacity allows and as directed by the Dean including calendar coordination, correspondence, meeting logistics and document preparation
• Keep the Dean apprised of upcoming commitments and responsibilities, following up appropriately.
• Ensure the Dean is prepared for meetings and other activities including preparation and summaries of materials as necessary.
• Build and nurture strong relationships across the University and with external stakeholders to facilitate effective communication with the Dean’s office.
• Demonstrate professionalism, sound judgment, and leadership in all interactions to foster credibility, trust, and collaboration.
• Exercise the highest level of discretion and confidentiality when handling sensitive information, communications, and matters pertaining to the Office of the Dean
• Attend and provide administrative support for meetings led by the Dean and take minutes. Circulate meeting materials in advance to attendees. Track follow-up items.
• Manage the Dean’s expense records and reports.
• Coordinate and arrange travel for the Dean, ensuring compliance with university or other applicable policies.
• Monitor and communicate emerging issues, concerns, and opportunities to the Dean in a timely manner, exercising sound judgement to recommend appropriate courses of action.
• Draft correspondence, talking points, and responses for the Dean’s review and, when appropriate, manage the distribution of communications on the Dean’s behalf.
• Maintain frequent communication and collaborate closely with the Dean’s direct reports to coordinate priorities, facilitate the flow of information, and ensure alignment of initiatives, goals, and strategic objectives.
• Collaborate closely with the Office of the Provost, University Advancement, and other University leaders to coordinate initiatives, communications, events, and projects involving the Dean, ensuring alignment with the Law School and University priorities
• Manage projects to successful completion, while managing multiple deadlines, shifting priorities and time-sensitive demands.
• Coordinate the preparation and timely distribution of materials, agendas, timelines, and communications for internal and external committees in which the Dean serves as Chair or holds a leadership role.
• Ensure effective coordination with committee members and stakeholders to support successful meetings, initiatives, and outcomes.
• Other duties and special projects as directed.

Benefits

• traditional offerings along with unique programs and resources that promote health, financial security, work-life balance, and a strong sense of community.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive