Executive Assistant to the Vice Provost & Dean - Graduate School - UTK

University of Tennessee•Knoxville, TN

18h•Onsite

About The Position

This position is a highly skilled, detail-oriented, and customer-focused Executive Administrative Assistant who provides senior-level support to the Vice Provost and Dean. This position is critical to the effective operation of the Dean’s office and requires exceptional judgment, discretion, organizational ability, and professionalism. The successful candidate will be a proactive problem solver who thrives in a fast-paced environment and excels at presenting a strong, competent, and welcoming front for the Graduate School.

Requirements

Bachelors degree and 5 years of administrative assistant or office experience, to include at least 1 year providing high level support to an executive. Or in lieu of a Bachelor's degree 5 years of executive assistant experience will be considered.
Exceptional organizational skills with meticulous attention to detail.
Strong customer service orientation with the ability to interact professionally and courteously with diverse stakeholders.
Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
Excellent written and verbal communication skills, including the ability to draft high-level correspondence.
Ability to work independently, manage competing priorities, and meet deadlines in a dynamic environment.
Proactive, solutions-oriented mindset with a commitment to excellence and continuous improvement.
Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Nice To Haves

Experience in higher education.
Familiarity with university policies, governance structures, and administrative processes.
Proven success supporting senior leadership and coordinating high-visibility events and initiatives.
Experience providing executive-level administrative support in a higher education or complex organizational setting.

Responsibilities

Provides executive-level administrative support to the Vice Provost & Dean, including independently resolving issues, anticipating needs, proactively solving problems, and advising on sensitive or complex matters.
Serves as a trusted partner to the Dean, ensuring priorities are managed efficiently and effectively.
Manages the Dean’s email account ([email protected]) and calendar with a high degree of discretion, responsiveness, and attention to detail; prepares concise briefings and background materials for meetings as needed.
Coordinates itineraries and develops agendas for the Vice Provost and Dean.
Schedules, coordinates, and supports high-level meetings, including preparing materials, recording minutes, and ensuring timely follow-up.
Serves as secretary for the Associate Deans of Graduate Studies group, including agenda preparation, minute-taking, and distribution of documentation.
Communicates strategically and professionally on behalf of the Dean with campus leaders, faculty, staff, students, and external stakeholders.
Drafts high-level correspondence, reports, and communications that reflect the Dean’s voice and the Graduate School’s mission.
Serves as an expert resource across campus on Graduate School-related matters, interpreting and applying policies in alignment with institutional practices and principles.
Other duties as assigned.