Executive Assistant to the Dean - School ofPublic Health

Wayne State University•Detroit, MI

2d•Onsite

About The Position

Wayne State University is hiring an Executive Assistant to support the Dean of the School of Public Health at its Detroit campus. The Executive Assistant provides high-level executive and administrative support and serves as the operational hub of the Dean’s Office. The role manages scheduling, communications, administrative operations, meetings, and events to help ensure the office functions efficiently. It serves as a trusted point of contact for internal and external stakeholders, handles confidential matters using independent judgment, and works closely with the Dean and Director of Strategic Initiatives to support school priorities. The position reports to the Dean of the School of Public Health. Duties include managing the Dean’s complex calendar and travel, coordinating stakeholder engagements, maintaining administrative systems and records, and improving office procedures. The Executive Assistant also supports faculty affairs and other administrative processes, prepares correspondence and briefing materials, researches information for meetings, coordinates events and projects, and monitors follow-up against timelines. Other related duties may be assigned.

Requirements

Bachelor’s degree from an accredited college or university in business, public administration, communications, healthcare, public health, or a related field, or an equivalent combination of education and experience.
At least five years of progressively responsible administrative or office management experience supporting organizational executives.
Demonstrated experience managing complex executive calendars, communications, and administrative processes.
Demonstrated ability to use digital technologies and administrative systems to improve efficiency and workflow management.
Excellent written, verbal, and interpersonal communication skills, including the ability to communicate professionally with diverse constituencies.
Strong editing, proofreading, and correspondence preparation skills.
Exceptional organizational and time-management skills, with the ability to manage competing priorities, coordinate complex schedules, and meet demanding deadlines.
Attention to detail, accuracy, and follow-through, including the ability to anticipate needs and proactively address issues.
Analytical and problem-solving skills, sound judgment, and the ability to make decisions within established policies and procedures.
Ability to handle sensitive and confidential matters with discretion, professionalism, and diplomacy.
Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
Ability to learn and use new technologies, digital tools, and administrative systems.
Commitment to exceptional customer service; ability to build productive working relationships, work independently and collaboratively, adapt to changing priorities, and respond effectively to unexpected challenges.

Nice To Haves

Experience in higher education, healthcare, public health, government, or another complex organizational environment.
Event planning experience.
The hiring manager highly recommends including a cover letter with the application.

Responsibilities

Manage the Dean’s complex calendar, coordinating meetings, events, travel, and stakeholder engagements.
Prioritize scheduling requests, resolve conflicts, and track commitments, deadlines, and follow-up activities.
Manage travel arrangements, purchasing, expense reporting, reimbursements, records management, supplies, and related administrative systems.
Develop and maintain efficient office procedures and identify workflow improvements through technology and process changes.
Serve as a primary contact for the Dean’s Office, responding to and prioritizing stakeholder inquiries, independently addressing routine matters, and facilitating follow-up.
Coordinate faculty affairs and other administrative processes managed through the Dean’s Office, maintaining confidentiality and compliance with university policies.
Draft, edit, and coordinate correspondence, presentations, reports, agendas, briefing materials, and other communications on behalf of the Dean.
Research and compile background information and prepare summaries to support meeting preparation.
Ensure the Dean is informed and prepared for meetings, presentations, and public engagements.
Coordinate meetings, retreats, advisory board activities, accreditation visits, community engagement events, and other Dean’s Office activities.
Manage event logistics, scheduling, communications, materials preparation, and operational support.
Coordinate administrative projects assigned by the Dean and monitor progress against established timelines.
Perform other related duties as assigned.