Senior Executive Secretary

Tulane University - New Orleans, LA

Full-time - Mid Level

New Orleans, LA

Educational Services

About the position

The Senior Executive Secretary plays a crucial role in supporting the administrative functions of the Office of the Vice Dean of the College at Tulane University. This position is integral to the operations and functions of the vice dean's portfolio, which includes managing a variety of direct reports and projects. The Senior Executive Secretary is responsible for a wide range of administrative support duties that are essential for the smooth functioning of the office. This includes fielding incoming inquiries and managing outgoing correspondence to various stakeholders, such as current and prospective students, their parents, university leaders, and staff members from both the NTC and campus. In addition to communication management, the Senior Executive Secretary oversees and coordinates the vice dean's calendar and meetings, ensuring that all appointments are scheduled efficiently. This role also involves ordering supplies and other materials necessary for the unit, processing expense reports, and providing program and project support. This includes securing meeting and event spaces and coordinating the corresponding hospitality arrangements. A significant aspect of this position is maintaining a careful account of the office budget, making informed decisions regarding expenses, and managing spending allocations to support financial efficiency. Furthermore, the Senior Executive Secretary provides essential support for meeting scheduling and expense reconciliation for the Associate Dean of Curriculum and Policy. This role also involves developing and facilitating the publication of internal and external reports and presentations for the Vice Dean. As a key member of the College's administrative support team, the Senior Executive Secretary collaborates closely with the Dean's office and other administrative support staff across the College and partner departments on campus to coordinate, facilitate, and deliver College-wide programs as needed.

Responsibilities

• Field incoming inquiries and manage outgoing correspondence to various stakeholders.
• Oversee and coordinate the vice dean's calendar and meetings.
• Order supplies and other unit materials as needed.
• Process expense reports and manage office budget.
• Provide program and project support by securing meeting and event spaces and coordinating hospitality.
• Support meeting scheduling and expense reconciliation for the Associate Dean of Curriculum and Policy.
• Develop and facilitate the publication of internal and external reports and presentations for the Vice Dean.
• Collaborate with the Dean's office and other administrative support staff to coordinate College-wide programs.

Requirements

• Proven experience in an administrative support role, preferably in an academic or higher education setting.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in office software and technology, including word processing, spreadsheets, and presentation software.

Nice-to-haves

• Experience with budget management and financial reporting.
• Familiarity with university policies and procedures.
• Ability to work collaboratively in a team environment.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Retirement savings plan
• Paid holidays and vacation time
• Professional development opportunities