Special Assistant to the Dean

Executive Support

• Manage the Dean's complex calendar by prioritizing and scheduling meetings, invitations, and events.
• Schedule large group meetings with college leaders, department heads and other stakeholders.
• Screen incoming calls, emails, and visitors, resolving routine inquiries independently.
• Arrange comprehensive domestic and international travel itineraries, including flights, lodging, and logistics.
• Process expense reports, corporate card reconciliations, and monitor the executive office budget.
• Draft, edit, proofread, and distribute briefing materials, speeches, presentations, and institutional correspondence.

Board of Advisors Liaison

• Coordinate logistics for semi-annual Board meetings, including venue, catering, and technology. Limited travel is required for day-of-event support.
• Compile, format, and distribute agendas, financial presentations, committee reports, and other materials.
• Attend board meetings to record precise minutes, track action items, and maintain official records. Assist in welcoming and onboarding new board members.

Reception and Meeting Coordination and Management

• Plan and execute college receptions and large group meetings including venue, catering, technology, and day-of-event support (examples include the college''s end-of-the year reception and town hall meetings).
• Negotiate standard service contracts and manage relationships with caterers, rental companies and other vendors.
• Oversee setup, registration, and breakdown of events.
• Track event-specific expenses to ensure all functions remain within the designated budget.

Operations & Project Management, including for Special Projects

• Lead and execute special initiatives assigned by the Dean, tracking timelines and deliverables. (Examples of prior special initiatives include coordinating schedules for accreditation review visits, compiling documentation for administrator reviews, and supporting college-level search committees).
• Provide administrative support to selected committees and task forces.

Other

• Maintain secure, confidential digital and physical filing systems for the office.
• Coordinate submission of award nominations and other processes requiring document management across multiple stakeholders.
• May supervise student workers supporting the Dean''s Office.

Knowledge, Skills, and Abilities (KSAs):

• Exceptional written and verbal communication skills with a polished, professional demeanor.
• Proven ability to handle highly sensitive, confidential information with absolute integrity.
• Ability to thrive in a fast-paced environment and manage competing deadlines with minimal supervision.