Executive Assistant

The University of Tulsa • Tulsa, OK

7d • Onsite

About The Position

The Executive Assistant will provide comprehensive administrative and operational support to the Dean's Office, serving as a key liaison and first point of contact. This role involves managing complex calendars, coordinating travel, preparing executive communications, and administering faculty affairs processes. The Executive Assistant will also be responsible for strategic operations, data management, stakeholder engagement, and supporting advancement and special projects. The position requires exceptional organizational skills, discretion, and proficiency in Microsoft Office Suite, with a standard office environment and occasional evening or weekend availability.

Requirements

• Associate's degree and/or progressively responsible administrative support experience at the executive level.
• Demonstrated experience supporting executive-level leadership.
• Experience managing confidential and sensitive information with professionalism and discretion.
• Exceptional written, verbal, and interpersonal communication skills.
• Strong organizational, project management, and time-management abilities.
• Ability to work independently, exercise sound judgment, and prioritize competing demands.
• Demonstrated ability to build collaborative relationships across all organizational levels.
• High degree of professionalism, discretion, and attention to detail.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Experience with data analysis and reporting tools such as Tableau, Adobe Acrobat, and database systems.
• Ability to analyze information, identify operational improvements, and support strategic decision-making.

Nice To Haves

• Bachelor's degree.
• Experience supporting senior leadership in higher education or a similarly complex organization.
• Experience managing projects, coordinating committees, and supporting faculty affairs processes.
• Experience with data management, reporting, and business operations.
• Familiarity with university governance, academic affairs, and faculty personnel processes.

Responsibilities

• Serve as the primary liaison and first point of contact for the Dean's Office, representing the Dean in a professional and customer-focused manner.
• Manage the Dean's complex calendar, including scheduling meetings, appointments, strategic planning sessions, and special events.
• Coordinate travel arrangements, conference attendance, itineraries, and related logistics for the Dean.
• Prepare correspondence, reports, briefing materials, presentations, and other executive communications on behalf of the Dean.
• Prioritize and manage multiple projects, requests, and deadlines in a fast-paced environment while exercising sound judgment and confidentiality.
• Coordinate and manage Promotion and Tenure processes, including tracking milestones and deadlines; maintaining documentation; updating Microsoft Teams channels; preparing Dean's memos; and facilitating communication among departments, faculty, and university administration.
• Facilitate Annual Review processes by collecting and analyzing data, tracking submissions, scheduling review meetings, preparing correspondence, and maintaining records.
• Assist with faculty contract reviews and other faculty-related administrative processes.
• Coordinate and oversee college-wide faculty committee election processes.
• Generate, collect, analyze, and maintain college performance metrics and data to support decision-making, accreditation activities, reporting requirements, and strategic initiatives.
• Develop and maintain spreadsheets, databases, dashboards, and tracking systems to support college operations.
• Prepare data summaries, reports, and presentations for leadership meetings and administrative reviews.
• Maintain and reconcile the Dean's Office expenses in accordance with university policies and procedures.
• Draft and edit a variety of professional communications, including letters of support, faculty correspondence, recommendation letters, contract review communications, and other executive-level documents.
• Serve as the Dean's Office liaison to the Marketing and Communications Department, attending meetings, documenting discussions, coordinating follow-up activities, and facilitating implementation of action items.
• Collaborate with faculty, staff, students, university leadership, and external constituents to support college initiatives and priorities.
• Serve as the primary administrative liaison to Institutional Advancement for development-related activities, recognition programs, donor communications, resolutions, greeting cards, and special events.
• Support alumni engagement, donor stewardship, and constituent relations efforts as assigned.
• Assist with strategic initiatives, special projects, college events and executive reporting on behalf of the Dean.
• Provide administrative and operational support for emerging college initiatives and priorities.
• Perform other duties and special projects as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree