Executive Assistant

Essential Functions and Responsibilities

Executive Leadership Support

• 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.

Faculty Affairs Administration

• 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.

Strategic Operations and Data Management

• 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.

Communications and Stakeholder Engagement

• 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.

Advancement and Special Projects

• 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.

Additional Responsibilities

• Provide administrative and operational support for emerging college initiatives and priorities.
• Perform other duties and special projects as assigned.

Required Qualifications

• 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.

Preferred Qualifications

• 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.

Knowledge, Skills, and Abilities

• 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.

Special Job Dimensions/Physical Demands

• Standard office environment.

• Requires occasional evening or weekend availability to support executive communications, strategic initiatives, stakeholder engagement activities, and college functions on behalf of the Dean.

• May require extended periods of computer use and management of multiple concurrent projects and deadlines.