Executive Assistant to the Dean

UO HR Website•Eugene, OR

8h•Hybrid

About The Position

The School of Journalism and Communication (SOJC) is seeking a highly organized and professional Executive Assistant (EA) to support the Dean. This role is crucial for the efficient operation of the Dean's Office, providing high-level administrative and operational support. The EA will serve as the primary point of contact for faculty, staff, students, and visitors, ensuring all executive-level tasks are managed meticulously, accurately, and on time. Responsibilities include managing correspondence, meetings, expense reports, internal and external relations, development activities/events, and providing confidential executive support to the Dean. This includes managing the Dean's calendar, scheduling meetings, events, travel, and interviews, and preparing necessary materials. The EA will act as a vital communication link within and outside the SOJC, handling sensitive and confidential information related to personnel actions with discretion and professionalism. The position requires excellent judgment, confidentiality, professionalism, and strong interpersonal skills to work effectively with a diverse campus community. This pivotal position reports directly to the Dean of the School of Journalism and Communication and is based in the Dean’s Office. While remote work is possible during breaks and summer, during the academic year, the role requires in-office presence Monday-Friday during core business hours.

Requirements

Bachelor's degree OR equivalent combination of skills, experience, education, and training.
Three years’ experience providing confidential executive support that includes experience managing a calendar for an executive-level position.
Three years of office and project management experience of increasing responsibility, including serving as team lead on projects.
Ability to prioritize tasks, work independently, manage projects and initiatives, and solve problems.
Ability to organize time-sensitive and complex work.
Ability to produce professional correspondence and attractive presentations, following outlined branding standards.
Exceptional communication skills, including the ability to write and speak on behalf of the SOJC Dean.
Ability to interact professionally with all levels of the University of Oregon community and its constituencies.
Ability to work effectively with students, faculty, and staff from a variety of diverse backgrounds in support of creating a welcoming and inclusive environment.
Proficient computer skills in word processing, spreadsheet, database, and desktop publishing.
Integrity in dealing with confidential information.
Flexibility to shift directions quickly when priorities change and deliver against tight deadlines.

Nice To Haves

Experience handling correspondence and travel for an executive or Dean in a higher education setting.
Experience with web design applications and Concur.

Responsibilities

Provide high-level administrative and operational support to the Dean of the School of Journalism and Communication (SOJC).
Serve as the primary point of contact for faculty, staff, students, and visitors at the SOJC Dean's Office.
Manage and orchestrate a wide range of administrative activities, including calendar management, correspondence, meetings, expense reports, internal and external relations, and development activities/events.
Provide confidential executive support to the Dean.
Manage the Dean's calendar, including scheduling meetings, events, travel, and interviews, and ensuring necessary preparations are made.
Act as a vital communication link, interacting with other units within and outside the SOJC.
Handle sensitive and confidential issues, process documentation, and manage conversations related to personnel actions for SOJC employees.
Exercise good judgment, maintain confidentiality, and behave with utmost professionalism.
Demonstrate exceptional interpersonal skills in working with a diverse campus community.
Ensure all executive-level work is meticulously organized, coordinated, and completed accurately and on time.