Executive Assistant to the Dean, Office of the Dean of the College and Graduate School of Arts and Sciences

Wake Forest University • Winston-Salem, NC

1d • Onsite

About The Position

The Executive Assistant to the Dean provides high-level administrative and operational support to the Dean of the College and Graduate School of Arts and Sciences (the Dean), serving as the primary point of contact for internal and external constituents including faculty, staff, students, university leadership, donors, and community partners. Reporting directly to the Dean, this position manages a complex and dynamic calendar, coordinates high-priority meetings and events, and handles sensitive and confidential information with discretion and sound judgment. The Executive Assistant plays a key role in the day-to-day operations of the Dean's Office coordinating with associate deans, department chairs, and academic units on scheduling and communication; and supporting special projects and initiatives that advance the school's priorities.

Requirements

• Bachelor's degree and a minimum of five years of progressively responsible administrative or executive support experience, or an equivalent combination of education and experience.
• Demonstrated ability to exercise independent judgment and discretion in prioritizing competing demands, managing confidential information, and representing the Dean's Office professionally in high-visibility settings.
• Strong organizational and time-management skills, with the ability to manage complex calendars, coordinate multiple concurrent projects, and meet deadlines under minimal supervision.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence, prepare briefing materials, and communicate effectively with faculty, senior administrators, board members, donors, and the general public.
• Demonstrated supervisory skills, including the ability to train, direct, and evaluate the work of subordinate staff.
• Proficiency with standard office software and calendar/scheduling systems; familiarity with audio/visual equipment operation preferred.
• Ability to maintain accurate records and databases, such as committee rosters, with attention to detail and consistency.
• Ability to interact tactfully and professionally with a broad range of constituents, including faculty, staff, students, donors, and visitors, often in sensitive or time-pressured situations.

Nice To Haves

• Familiarity with academic governance structures and processes.
• Working knowledge of university policies and procedures related to travel, expense reimbursement, and procurement.

Responsibilities

• Prioritizes and schedules appointments, speaking engagements, and other calendar commitments for the Dean; independently determines the relative importance of requested meetings and coordinates the calendar accordingly; prepares detailed briefing materials in advance of scheduled appointments.
• Arranges the Dean's travel, including transportation, lodging, and related logistics; exercises independent judgment in determining optimal itineraries.
• Provides direct supervision for the Office Specialist and Student Conduct Coordinator.
• In coordination with the Associate Dean of Faculty, maintains, updates, and distributes the Committees of the Faculty roster throughout the year.
• Coordinates logistics associated with planning and conducting the College's monthly faculty meetings, including agenda preparation and distribution, room and technology setup, and operation of audio/visual equipment during the meeting.
• Manages the Dean's expenses, including preparation and submission of travel reimbursements, processing of membership dues and subscriptions, and reconciliation of receipts.
• Coordinates with College Development staff on the Dean's attendance at fundraising events and Board of Visitors meetings, and manages the Board's leadership award nominations.
• Identifies opportunities to improve office procedures and processes, and communicates recommendations to staff and the Dean to support efficient office operations.
• Assists with the planning of departmental events.
• Welcomes visitors and individuals with scheduled appointments and assists with concerns or issues as needed.
• Responds to inquiries from administrators, faculty, staff, students, and the general public, or refers them to the appropriate person or office.
• Provides front desk coverage on an as-needed basis.

Benefits

• Background investigations and drug screens for all final candidates being considered for employment.

What This Job Offers

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