Executive Assistant (Hybrid)

DePaul University•Chicago, IL

1d•$31 - $35•Hybrid

About The Position

The Highlights: Serving the largest college in the university with approximately 40 individual units and 300 full-time employees, the Dean's Executive Assistant provides comprehensive administrative support to the Dean of the College of Liberal Arts & Social Sciences (LAS), drafting numerous and varied correspondence and documents, both under his signature and independently, maintaining his calendar and various schedules for Dean's Office processes, and planning numerous events and meetings for the Dean and the college. This position will manage a diverse range of complex and highly confidential tasks on behalf of the Dean, and will develop strategic communications on behalf of both the Dean and LAS. The person in this role serves as the office manager for the Dean's Office. What You'll Do: Independently compose, edit, organize, and manage a wide variety of material for the Dean's signature, e.g., letters of support, award letters, commencement speaker invitations, annual reports, discipline-specific promotional materials, etc. Manage and maintain the Dean’s daily schedule and calendar and interact with senior level administration on the Dean's behalf both at his direction and independently. Organize and plan all major college meetings/events, e.g., monthly LASAC meetings, quarterly college-wide meetings, promotion and tenure hearings, college retreats, etc., sending appointments, booking venues, planning and ordering catering, taking minutes, monitoring zoom chats, etc. Develop and execute strategic communications plans for the college; draft announcements and newsletters, submitting materials to Newsline, MarCom and others; solicit news and announcements from LAS departments, placing and promoting them strategically within the university; facilitate transfer of faculty and staff information to Experts Guide, ensuring that LAS is well represented. Acts as the liaison between Facilities Operations and the college in the case of emergencies, communicating information to departments as needed; manages the Facilities Access Management Tool for the Dean's Office and college; manages the Dean's Office space; serves as the office manager for the Dean's Office. Some work in the evening--events and meetings--may be necessary.

Requirements

Bachelors degree required.
5-7 years of progressively responsible experience working as a project manager, program coordinator, or executive assistant (or comparable) position.
The person in this role must have exceptional writing, editing proofreading and speaking skills
be extraordinarily organized and able to work effectively in a team, juggling multiple and varied tasks simultaneously
exhibit rigorous adherence to deadlines and timelines
take appropriate initiative within the parameters of the position
pay meticulous attention to detail
be committed to high performance and dedicated to ensuring that the college is presented to internal and external constituents in the most professional light
have extraordinary diplomatic skills and be an accomplished problem-solver
have the demonstrated ability to make responsible decisions and act with discretion
have the ability to manage multiple tasks simultaneously and to prioritize workflow
be familiar with an academic environment and extremely detail oriented.

Responsibilities

Independently compose, edit, organize, and manage a wide variety of material for the Dean's signature
Manage and maintain the Dean’s daily schedule and calendar and interact with senior level administration on the Dean's behalf both at his direction and independently.
Organize and plan all major college meetings/events
Develop and execute strategic communications plans for the college
Acts as the liaison between Facilities Operations and the college in the case of emergencies
manages the Facilities Access Management Tool for the Dean's Office and college
manages the Dean's Office space
serves as the office manager for the Dean's Office