Senior Assistant to the Dean

University of New England Career • Portland, ME

1d

About The Position

The Senior Assistant to the Dean provides administrative and operational support to the Dean and Dean’s Office. The role manages the Dean’s calendar, communications, travel, meeting preparation and follow-up, and confidential correspondence. It also serves as the primary point of contact for the office and supports daily operations, recordkeeping, purchasing, budget tracking, reports, and leadership materials.

The position coordinates meetings, retreats, and special events across colleges, departments, and external organizations. It arranges meeting spaces, technology, catering, and other logistics; prepares and distributes materials; and tracks outcomes and follow-up actions. The role also supports strategic initiatives and special projects and serves as a central administrative resource for the Dean’s Office.

Requirements

• Bachelor’s degree or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative support experience, preferably supporting executive leadership.
• Demonstrated experience managing complex calendars and coordinating multiple priorities.
• Excellent written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office Suite and virtual meeting platforms.
• Ability to work independently while managing multiple competing priorities.

Responsibilities

• Manage the Dean’s calendar, including meetings, events, travel, and priorities.
• Coordinate meetings across colleges, departments, and external organizations.
• Prepare meeting agendas, supporting materials, presentations, and briefing documents.
• Attend meetings as requested, take notes, document decisions, and track follow-up action items.
• Screen and prioritize incoming communications, responding independently when appropriate and routing inquiries efficiently.
• Coordinate travel arrangements and prepare itineraries and expense documentation.
• Assist with confidential correspondence, reports, and sensitive personnel or institutional matters.
• Serve as the primary point of contact for the Dean’s Office and coordinate daily office operations.
• Maintain filing systems, records, confidential documentation, electronic files, and accurate recordkeeping.
• Manage office supply inventory and coordinate purchases.
• Coordinate visitors, special guests, and event logistics.
• Assist with budget tracking, purchasing, reimbursements, and procurement processes.
• Prepare reports, presentations, spreadsheets, and correspondence.
• Maintain calendars for recurring institutional deadlines.
• Support document preparation for leadership meetings and Board presentations.
• Help coordinate retreats and special events; reserve meeting space and arrange technology, catering, and meeting logistics.
• Prepare and distribute agendas, meeting materials, and follow-up communications, and ensure action items are completed.
• Organize office operations and administrative processes.
• Support strategic initiatives and special projects.
• Serve as the central administrative resource for the Dean’s Office.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior