P240188 - Executive Assistant To The Dean - Law School

State University of New York - Buffalo, NY

Full-time - Mid Level

Buffalo, NY

Educational Services

About the position

The Executive Assistant to the Dean of the School of Law at the University at Buffalo will play a crucial role in overseeing and supervising all direct administrative assistance to the Dean. This position serves as the primary point of contact for the Dean, managing day-to-day logistics, including scheduling and travel arrangements. The incumbent will be responsible for managing the Dean's suite, screening calls and visitors, and ensuring that the Dean's time is prioritized and optimized through regular reviews of the schedule. The Executive Assistant will meet daily with the Dean to brief him on important issues and will handle urgent and non-scheduled matters as they arise, demonstrating the ability to anticipate and solve problems independently. In addition to these responsibilities, the Executive Assistant will provide high-level administrative and confidential support, requiring a great deal of initiative and autonomy. Key tasks include triaging the Dean's emails, attending senior administration and faculty meetings, and managing action items from these meetings. The Executive Assistant will also coordinate annual review meetings with staff and faculty, maintain procurement cards for office purchases, and assist with the organization of Dean's Advisory Council meetings. Furthermore, the role involves supporting the Dean and Vice Deans on special projects, liaising with university leadership, and collaborating with the communications and marketing team on various initiatives. The position requires flexibility, as it may involve working outside of normal business hours and limited local or regional travel.

Responsibilities

• Oversee and supervise all direct administrative assistance to the Dean of the School of Law.
• Manage day-to-day logistics for the Dean, including scheduling and travel arrangements.
• Screen calls and visitors for the Dean's suite.
• Review and optimize the Dean's schedule regularly.
• Meet daily with the Dean to brief on important issues and handle urgent matters.
• Triage the Dean's emails and draft responses as needed.
• Attend senior administration and faculty meetings, record minutes, and manage action items.
• Coordinate annual review meetings with staff and faculty, tracking and reporting action items.
• Maintain procurement cards for office purchases, ensuring compliance with university policy.
• Assist with the organization of Dean's Advisory Council meetings and develop presentation materials.
• Support the Dean and Vice Deans on special projects and act as a liaison with university leadership.
• Collaborate with the communications and marketing team on School of Law communications and presentations.

Requirements

• Proven experience as an executive assistant or in other administrative roles.
• Strong organizational skills and ability to prioritize tasks effectively.
• Excellent communication skills, both written and verbal.
• Ability to work independently and take initiative.
• Experience in managing schedules and travel arrangements.
• Proficiency in office software and technology.

Nice-to-haves

• Experience in a higher education environment.
• Familiarity with university policies and procedures.
• Ability to handle confidential information with discretion.

Benefits

• Comprehensive health and retirement plan options.
• Career coaching and training support.
• Public service loan forgiveness organization qualification.
• Work-life balance initiatives.