Executive Assistant to the Dean of College of Arts & Sciences

$65,000 - $70,000/Yr

University of South Florida - Tampa, FL

Full-time - Mid Level

Tampa, FL

501-1,000 employees

Educational Services

About the position

The Executive Assistant to the Dean of the College of Arts and Sciences at the University of South Florida plays a crucial role in providing specialized administrative support to the Dean. This position requires discretion and sound judgment in handling sensitive matters, maintaining the Dean's calendar, and preparing materials for meetings. The Executive Assistant will also supervise staff and assist in managing the operations of the College, ensuring effective communication within the college and with external constituencies.

Responsibilities

• Serves as a liaison to both internal and external constituencies.
• Explains policies and procedures, answers questions, and independently resolves issues whenever feasible.
• Prioritizes incoming correspondence, compiles information necessary to develop responses, and responds to routine requests.
• Receives and triages telephone calls, takes messages, and briefs leadership and/or responds independently, as appropriate.
• Ensures all information coming in and going out of the Dean's office is timely, relevant, professional, and credible, and that information is acted on appropriately.
• Accurately maintains appointment calendar for the Dean.
• Schedules meetings and conferences as requested.
• Coordinates administrative and logistical support for such meetings and conferences.
• Attends meetings and conferences for and/or with the Dean when needed and takes accurate notes.
• Coordinates and manages the Dean's travel arrangements, including all documents and materials required, as well as reimbursement.
• Oversees the general day-to-day operation of the Dean's Office.
• Assists with functions related to event planning, both in terms of small and large events.
• Supervises staff and/or students.
• Prepares presentation materials, editing content and adding appropriate graphic and design elements.
• Composes and/or prepares correspondence, memorandum, forms, and reports using appropriate software systems.
• Advises on and implements administrative office policies and procedures; develops and implements office forms.
• Performs other duties as assigned.

Requirements

• High school diploma or GED with at least five years of experience in an office or administrative support position, or a Bachelor's degree and 3 years of related experience.
• Mid-level administrative experience.
• Editing skills.
• Office experience.