Executive Assistant to the Dean

The University of Oklahoma • Norman, OK

35d

About The Position

The University Libraries seeks a highly qualified candidate to support the dean of libraries. The executive assistant to the dean operates with significant self-direction and discretion to provide professional administrative and planning support for the dean. This position researches, collects, and analyzes data, relevant reports and other information to prepare written briefs, case statements, and reports which facilitate engagement with organizational and institutional stakeholders. Assists with developing presentations, responding to inquiries, planning, coordinating, and overseeing special activities and initiatives originating in the office of the dean. The executive assistant liaises with Institutional Advancement and Development offices to facilitate effective donor engagement and stewardship. The executive assistant facilitates engagement and event planning with UL Boards and other advisory organizations and oversees coordination of administrative records management and policy documentation procedures. This position also provides liaison support and coordination between library administration and OU Marketing & Communication Account Executive. The executive assistant will act as a liaison to other University Libraries and institutional leaders as needed to facilitate dean initiated and/or dean involved institutional projects and initiatives. The executive assistant is responsible for coordinating the dean's schedule and providing support in all facets of travel, including making travel and lodging arrangements, registering for conferences, and preparing travel claims. The executive assistant works as a team member with administrative office personnel, completes assignments that include drafting correspondence, filing, processing of incoming and outgoing mail, maintaining confidential records and information, and acts as liaison to other university administrative offices.

Requirements

• Bachelor's degree, AND: 60 months of experience managing an office or program for a Dean, Director, or other leadership role.
• Effective oral and written communication skills
• Critical thinking skills, including an aptitude to research, collect, and analyze data and prepare reports or responses to inquiries
• Experience providing administrative support at an executive-level
• Experience and skill with current technology including Microsoft Office (SharePoint, Word, Outlook, Excel, and PowerPoint)
• Ability to work independently and collaboratively
• Ability to maintain confidentiality of communications and information
• Excellent organizational and time-management skills
• Ability and desire to perform a number of different types of tasks through a given day, ranging from the handling of urgent requests to long-term planning and office administration

Nice To Haves

• Bachelor's degree in any subject area
• Advanced writing and editing skills
• Supervisory or team-lead experience
• Experience working with OU systems and procedures

Responsibilities

• Provide professional administrative and planning support for the dean
• Research, collect, and analyze data, relevant reports and other information to prepare written briefs, case statements, and reports which facilitate engagement with organizational and institutional stakeholders
• Assist with developing presentations, responding to inquiries, planning, coordinating, and overseeing special activities and initiatives originating in the office of the dean
• Liaise with Institutional Advancement and Development offices to facilitate effective donor engagement and stewardship
• Facilitate engagement and event planning with UL Boards and other advisory organizations and oversees coordination of administrative records management and policy documentation procedures
• Provide liaison support and coordination between library administration and OU Marketing & Communication Account Executive
• Act as a liaison to other University Libraries and institutional leaders as needed to facilitate dean initiated and/or dean involved institutional projects and initiatives
• Coordinate the dean's schedule and providing support in all facets of travel, including making travel and lodging arrangements, registering for conferences, and preparing travel claims
• Work as a team member with administrative office personnel, completes assignments that include drafting correspondence, filing, processing of incoming and outgoing mail, maintaining confidential records and information, and acts as liaison to other university administrative offices

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Number of Employees: 5,001-10,000 employees