Executive Assistant to the Dean

Details•San Diego, CA

11h•$29 - $36

About The Position

The Executive Assistant to the Dean provides high-level administrative, operational, and coordination support to the Dean and Dean Team of the Knauss School of Business. Working under the general supervision of the Dean and in close collaboration with senior leadership, the position serves as a central point of contact for internal and external stakeholders, including faculty, staff, alumni, donors, and the School’s Board of Advisors. Exercising independent judgment and a high degree of discretion, the Executive Assistant manages complex scheduling, correspondence, meetings, governance and committee support, travel, and expense reconciliation; supports strategic, accreditation, and institutional initiatives; and coordinates events and hospitality activities for the Dean. The role ensures the efficient day-to-day operation of the Dean’s Office while supporting the effective execution of the School’s academic, strategic, and external engagement priorities. Requires a general working knowledge of the university and a comprehensive working understanding of the Knauss School of Business. As assigned at the discretion of the Dean, the position may require work on the occasional night and/or weekend.

Requirements

Bachelor’s degree from an accredited college or university.
3+ years experience in office management and/or general administrative support.
Computer fluency in word processing, database, and spreadsheet software.
Familiarity with or demonstrated willingness to learn AI-based tools for administrative activities and tasks.
Experience supporting senior academic leadership in a complex, highly visible environment.
Understanding of governance structures, advisory boards, and external stakeholder engagement within higher education or comparable organizations.
Ability to interact professionally with senior executives, board members, donors, and external partners.
Strong organizational skills with the ability to manage competing priorities involving academic, operational, and external constituencies.
Ability to set priorities and work with interruptions, little supervision, and initiative.
Ability to maintain confidentiality, make independent decisions, and provide consultative services to administrative and academic personnel.
Ability to triage and prioritize calls, set priorities independently, and work under pressure.
Ability to effectively complete high pressure, time-sensitive tasks.
Ability to prioritize workload effectively.
Ability to be self-directed.
Administrative experience with exercise of independent judgement, prioritizing work, and delegating work to others.
Ability to foresee future needs and respond accordingly.
Ability to recognize the need for policy development and then develop and assist in the implementation of policies.
Experience writing correspondence, such as drafting materials for publication, and communicating with diverse audiences.
Effectively collaborating with individuals of diverse backgrounds.
Taking initiative to organize and manage conflicting goals and agendas.
Using internet and email tools.
Problem solving and analytical skills.
Work effectively with minimal supervision.
Excellent communication and interpersonal skills.
Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population, in a demanding environment.
Effective oral and written communication skills.
Remaining flexible and interested in working in a growing and changing organization.

Nice To Haves

Bachelor’s degree in business or related field from an accredited college or university.
3+ years experience in office management and/or general administrative support within higher education.
Spanish skills preferred but not required.

Responsibilities

Provides administrative and logistical support for the Knauss School of Business Board of Advisors, including coordinating meeting schedules, preparing agendas and briefing materials, maintaining board rosters, recording and distributing minutes, and tracking follow-up action items on behalf of the Dean.
Serves as a liaison between the Dean, Board members, Advancement, and Alumni Relations to support engagement, communications, and stewardship activities.
Supports the Dean’s external-facing responsibilities, including interactions with donors, alumni, corporate partners, and advisory board members, ensuring a high level of professionalism, responsiveness, and confidentiality.
Assists in the coordination of strategic initiatives, accreditation-related activities, and institutional reporting by organizing materials, tracking timelines, and supporting communication with internal and external stakeholders as directed by the Dean and senior leadership.
Handles sensitive governance, personnel, and institutional matters with a high degree of discretion, judgment, and professionalism, often involving confidential or time-critical information.
Independently responsible for managing the Dean’s complex and multifaceted calendar and appointment schedule on a daily basis.
Provides administrative assistance to the Dean with regard to various committees the Dean is assigned to chair, including various search committees.
Requests and organizes briefing materials/presentations.
Researches, drafts, and produces reports as assigned.
Works closely with the Dean and the Associate Dean of Budget & Operations to ensure that all new policies are in print.
Coordinates all travel on behalf of the Dean.
Assists the Dean in reconciling his/her monthly expense report and reimbursement requests.
Manages and oversees administrative and operational functions within the Dean's suite, including procurement of supplies, organization of workspaces, and coordination of guest parking arrangements utilizing the Dean’s reserved spaces.
Provide administrative assistance to members of the Dean Team as needed.
Coordinates the logistics for large faculty meetings, staff and admin meetings, as well as committee meetings convened by or on behalf of the Dean and Dean Team.
Coordinates services with the university Facilities department to prepare meeting and event spaces for Dean-hosted meetings, official functions and executive-level gatherings, as assigned by the Dean or Dean Team.
Coordinates catering and related services for Dean-hosted events, leadership meetings and select School functions specifically assigned by the Dean or Dean Team.
Coordinates visit logistics, itineraries, and hospitality arrangements for distinguished guests, external partners, donors, and executive visitors hosted by the Dean, as assigned by the Dean and Dean Team.
Proactively communicates information about high profile visitors and executive guests hosted by the Dean to relevant internal stakeholders within the Knauss School (e.g. including but not limited to development, industry and employer relations, alumni relations, marketing and communications, events, etc.) to ensure coordinated engagement.
Other duties as assigned.