Executive Assistant – Dean Office
About The Position
The Executive Assistant to the Dean’s Office reports to the Chief of Staff and provides high-level administrative and strategic support. The role ensures seamless coordination of daily operations, complex scheduling, communication, and project management. The Executive Assistant serves as the primary point of contact for internal and external stakeholders, handles confidential matters with discretion, and proactively anticipates needs to improve effectiveness and efficiency. The position requires exceptional organization, attention to detail, executive-level multitasking, a professional and welcoming demeanor, strong problem-solving skills, and a commitment to excellence in a collaborative team environment. The role is in person five days per week during onboarding and training. After onboarding and training, the schedule is hybrid, with three days in the office and two days remote, as permitted by changing business needs.
Requirements
- Bachelor’s degree in a related field.
- Minimum of 5 years in an executive support role, preferably in an academic, corporate, nonprofit, or government setting, or an equivalent combination of education and experience.
- Experience working with senior leadership and managing complex schedules and projects.
- Exceptional organizational skills, attention to detail, and ability to multitask at an executive level.
- Problem-solving skills and ability to manage competing priorities under tight deadlines.
- Flexibility and adaptability to changing priorities and schedules.
- Ability to work independently and collaboratively within cross-functional teams.
- Ability to communicate effectively with all levels of the organization.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
- Professionalism and discretion.
- Strong interpersonal skills and ability to build productive working relationships.
- Proactive, resourceful, and solutions-oriented approach.
Responsibilities
- Manage and maintain the calendar, including scheduling meetings, appointments, speaking engagements, and travel; prepare agendas, briefings, reports, and documents for meetings.
- Organize and coordinate meetings by issuing invitations, preparing minutes, facilitating presentations and catering, and following up on action items.
- Handle office correspondence, including emails and phone calls, as needed.
- Serve as the primary point of contact between internal and external stakeholders and manage communications efficiently.
- Draft, edit, and format correspondence and other materials professionally, ensuring correct spelling, grammar, and format.
- Prepare and proofread memos and reports; independently prepare correspondence and documents; address inquiries and resolve issues promptly and professionally, escalating urgent matters as needed.
- Track initiatives, projects, and deliverables to ensure deadlines are met and priorities are clearly communicated.
- Assist with high-level projects and initiatives by conducting research and preparing summaries as required.
- Simplify and streamline workflows to support effective time management.
- Coordinate complex travel arrangements, including flights, hotels, ground transportation, and itineraries, under minimal direction.
- Handle sensitive and confidential information with discretion and professionalism; ensure compliance with organizational policies, governance standards, and legal requirements in communications and transactions.
- Maintain an organized and efficient office, keeping files, documents, and records current and accessible.
- Analyze practices and procedures to improve workflow and efficiency and provide a high level of executive support.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
