Executive Assistant to the Dean - School ofPublic Health

Wayne State University•Detroit, MI

4d•Onsite

About The Position

Wayne State University is seeking an experienced Executive Assistant to support the Dean of the School of Public Health at its Detroit campus. The position provides high-level executive and administrative support and serves as the operational hub of the Dean’s Office. It manages scheduling, communications, administrative operations, meetings, and events to help ensure the office functions efficiently. The Executive Assistant is a trusted contact for internal and external stakeholders, exercises independent judgment when handling confidential matters, 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. The role manages the Dean’s complex calendar, coordinates meetings, events, travel, and stakeholder engagements, and prioritizes requests while tracking commitments, deadlines, and follow-up. Administrative responsibilities include travel arrangements, purchasing, expense reporting, reimbursements, records management, supplies, and related systems. The Executive Assistant develops office procedures and identifies workflow improvements through technology and process changes. The position serves as a primary contact for the Dean’s Office, coordinates faculty affairs and other administrative processes, and supports effective collaboration across the school and university while maintaining confidentiality and compliance with university policies. It drafts and edits correspondence, presentations, reports, agendas, and briefing materials; researches and summarizes background information; and prepares the Dean for meetings, presentations, and public engagements. The Executive Assistant coordinates meetings, retreats, advisory board activities, accreditation visits, community engagement events, and other Dean’s Office activities, including logistics, scheduling, communications, and materials. The role also coordinates administrative projects and monitors follow-up and progress 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.
Minimum 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, attention to detail, accuracy, and follow-through, with the ability to manage competing priorities and demanding deadlines.
Strong analytical and problem-solving skills and sound judgment within established policies and procedures.
Ability to handle sensitive, confidential, and highly visible matters with discretion, professionalism, and diplomacy.
Advanced proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, Excel, and Teams.
Ability to learn and effectively 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 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 and coordinate 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, supplies, and related administrative systems.
Develop and maintain office procedures and identify workflow improvements through technology and process improvements.
Serve as a primary point of contact for the Dean’s Office and respond to, prioritize, and route inquiries from internal and external stakeholders.
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 for the Dean.
Research and compile background information, prepare meeting summaries, and 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 and follow-up activities assigned by the Dean, and monitor progress against established timelines.
Perform other related duties as assigned.