About the position
The Executive Assistant to the Dean plays a pivotal role in supporting the libraries' mission, strategic priorities, and operations by facilitating effective communication and ensuring seamless administrative processes. This dynamic role serves as a key liaison between the Dean, faculty, staff, students, and external partners, while managing the Dean's calendar, coordinating meetings, and organizing events that align with the Libraries' values of collaboration, service, and innovation. Responsibilities also include supporting special projects and committees that further the Libraries' goals. The Executive Assistant reports to and works closely with the Dean to prioritize daily tasks and operations and will have strong collaborations with the Senior Director of Library Administration and other administrative staff. This role demands attention to detail, proactive communication, and the ability to handle multiple tasks efficiently. The Executive Assistant is essential in ensuring the smooth functioning of the Dean's responsibilities, managing internal and external relations, and contributing to the success of key initiatives.
Responsibilities
- Serve as a liaison between the staff and the Dean to ensure timely and accurate exchange of information, fostering a collaborative and high-performing environment.
- Manage the Dean's schedule, calendar, and logistics, ensuring smooth coordination of meetings, committees, and events.
- Arrange domestic and international travel for the Dean, including transportation, accommodations, and itineraries.
- Collaborate with events, alumni, and communications teams to facilitate the Dean's engagements.
- Prepare and distribute agendas, reports, meeting notes, and other materials for meetings.
- Monitor ongoing tasks and complete assignments in a timely manner.
- Support the Dean's committees and confidential operations, including faculty processes (e.g., sabbatical, tenure, promotion, evaluations).
- Serve as a point of contact for internal and external stakeholders, maintaining clear communication channels.
- Draft, edit, finalize, and send documents, emails, and other communications that advance the dean's campus and professional commitments.
- Participate in professional development, compliance training, and serve on committees as appropriate.
- Participate in a work culture that promotes diversity and anti-racism and actively works to eliminate or mitigate the effects of systemic racism and bias.
Requirements
- Bachelor's degree and at least 3 years of administrative experience
- Strong interpersonal, organizational, and communication skills
- Proficiency in standard office software (e.g., Google Docs, Microsoft Word, Excel, PowerPoint)
- Ability to manage multiple priorities and maintain confidentiality
Nice-to-haves
- Experience supporting senior executives, preferably in higher education
- Familiarity with academic policies, faculty processes, and university operations
- Advanced skills in scheduling tools
- Experience coordinating travel and events, including international arrangements
Benefits
- Salary: $60,000+ (commensurate with experience)
- Equal Opportunity/Affirmative Action Employer
- Commitment to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities
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