Executive Assistant

• Manage a highly complex and frequently changing calendar; accurately schedule, reschedule, and juggle shifting priorities
• Anticipate scheduling conflicts and proactively flag potential issues due to overbooking
• Support a Dean who moves quickly and expects rapid, accurate responses
• Attend recurring team meetings and capture Dean's notes, following up on action items as directed
• Prepare weekly agendas, collect agenda topics, and occasionally draft responses with provided direction
• Track and gather information for upcoming meetings, appearances, ceremonies, and events
• Support peak seasonal demands, including award ceremonies, dinners, and events Maintain efficient and organized document management
• Prepare a small volume of monthly expense reports (approx. 6/month) across faculty and dean-related accounts *Concur experience preferred, but not required
• Provides a wide range of complex office and administrative support to a senior manager or executive.
• Develops, implements, and administers office procedures, policies, and operations.
• May monitor budget, including tracking expenditures and preparing reports. May maintain personnel records.
• Reviews, routes, answers, and monitors follow-up actions on correspondence.
• Provides wide-ranging support, including keyboarding, composing, and editing letters, memoranda, reports, lecture course materials, presentations, and cases.
• Uses multiple common office applications, including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and email.
• Uses Internet, may include basic website maintenance.
• Manages complex calendars, arranges meetings, appointments, and travel. May attend meetings with executives to provide logistical support, take detailed notes, and track needed follow-up items.

Qualifications:

• Extremely nimble, proactive, and detail-oriented
• Proven experience managing complex executive calendars
• Strong organizational and follow-up skills
• Comfortable operating in a high-visibility, executive setting
• Professional, discreet, and highly responsive
• College graduate required
• Requires excellent communication and interpersonal skills.
• Serves as principal contact and source of information for customers of the department, including faculty, students, staff, and external customers.
• Requires the ability to learn University and departmental policies and procedures rapidly.