Assistant to the Deans

Gonzaga University Institute for Climate, Water, and the Environment

Washington (District of Columbia)

On-site

USD 34,000 - 44,000

Full time

9 days ago

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Job summary

Gonzaga University Institute for Climate, Water, and the Environment seeks an experienced Executive Assistant to the Dean. You will provide executive-level support to the Dean, Associate Deans, and Foundation leadership, ensuring smooth operation of the Law School Dean's Office and coordinating complex schedules.

The role requires handling confidential information, preparing agendas, minutes, and travel, and coordinating meetings and events with faculty, staff, students, alumni, donors, and

Qualifications

Bachelor's Degree required.
3 years of related experience; equivalent professional experience may count.
Ability to provide executive-level administrative support with judgment and discretion.
Strong organizational and time-management skills with attention to detail.
Proficiency with MS Office, Concur, and administrative technologies.

Responsibilities

Provide executive-level administrative support to the Dean by managing communications, calendars, meetings, travel, and priorities.
Coordinate calendars, meetings, travel, correspondence, and special projects for the Deans and Associate Deans.
Prepare confidential records, reports, presentations, and other administrative documents.
Serve as liaison with faculty, staff, students, alumni, donors, and external constituents with professionalism.
Plan and manage Dean's Suite meetings, events, and special programs from request to execution.

Skills

Executive support

Calendar management

Travel arrangements

Communication

Confidentiality

Organizational skills

Microsoft Office Suite

Concur

Event planning

Interpersonal skills

Education

Bachelor's Degree

Tools

Concur

Microsoft Office Suite

Job description

Title:

Assistant to the Deans

VP Area:

School of Law

Department:

Law Dean's Office

Work Schedule:

Fixed daytime hours Monday-Friday

Telework Availability:

On-campus Position

FLSA Status:

Non-Exempt

Employee Classification:

Regular full-time (staff 30+ hours)

Hours per week:

Months per year:

Job Purpose

The Executive Assistant to the Dean is a key member of the Law School administrative team and provides executive-level administrative support to the Dean, Associate Deans, faculty hiring chair, and the Executive Director of the Law School Foundation while facilitating the effective operation of the Dean's Office and managing events. This position manages a broad range of complex and confidential assignments requiring independent judgment, discretion, initiative, and exceptional organizational skills. The Assistant serves as a primary liaison among faculty, staff, students, alumni, donors, University leadership, and external constituents while demonstrating a commitment to exceptional customer service, collaboration, continuous improvement, and operational excellence.

Essential Functions

50% - Executive Administrative Support to the Dean
- Provides executive-level administrative support to the Dean by proactively managing communications, calendars, meetings, travel, projects, and administrative priorities.
- Anticipates the Dean's needs and ensures the Dean is prepared for meetings, events, and strategic initiatives.
- Coordinates and monitors projects and initiatives originating from the Dean's Office, ensuring timely follow-through and communication with appropriate stakeholders.
- Coordinates leadership meetings by preparing agendas, assembling materials, recording official minutes, documenting action items, and monitoring follow-up activities.
- Serves as a primary liaison between the Dean and faculty, staff, students, alumni, donors, University leadership, and external constituents while providing exceptional customer service.
- Maintains confidential files, correspondence, reports, and official records in accordance with University policies and professional standards.
- Coordinates travel arrangements and reconciles travel expenses using University systems.
- Identifies opportunities to improve administrative processes and workflows that enhance the efficiency and effectiveness of the Dean's Office.
20% - Administrative Support to Associate Dean of Academic Affairs and Program Innovation and Associate Dean of Faculty Scholarship
- Provides advanced administrative support to the Associate Dean of Academic Affairs and Program Innovation and the Associate Dean of Faculty Scholarship.
- Coordinates calendars, meetings, travel, correspondence, and special projects to support the efficient operation of both offices.
- Prepares and maintains confidential records, reports, presentations, and other administrative documents.
- Monitors deadlines, tracks action items, and ensures timely follow-through on operational and strategic priorities.
- Serves as a liaison with faculty, staff, students, and external constituents while maintaining professionalism and confidentiality.
10% - Faculty Recruitment and Hiring Support
- Coordinates administrative activities supporting faculty recruitment and hiring processes.
- Serves as the primary administrative contact for faculty candidates throughout the search process.
- Coordinates candidate communications, travel, interviews, and campus visit itineraries.
- Collaborates with faculty, administrators, Human Resources, and University departments to ensure a professional and welcoming recruitment experience.
- Maintains confidentiality and compliance with University hiring policies and procedures.
10% - Administrative Support for the Law School Foundation Executive Director
- Provides administrative support to the Executive Director of the Law School Foundation by coordinating meetings, calendars, travel, events, correspondence, and records.
- Assists with Foundation projects, communications, and operational activities.
- Facilitates communication and collaboration between Foundation leadership and the Law School and other stakeholders.
- Maintains confidential records and ensures timely completion of administrative responsibilities.
10% - Events Management and Other Duties as Assigned
- Plans, coordinates, and manages Dean's Suite meetings, events, and special programs from initial request through execution.
- Collaborates with faculty, staff, University departments, and external partners to ensure successful planning and implementation of Law School events.
- Coordinates contracts, reservations, logistics, communications, and event documentation while ensuring compliance with University policies and procedures.
- Participates in collaborative planning efforts to promote consistency, communication, and operational excellence across Law School events.
- Performs other duties as assigned in support of the mission and operational needs of the Law School.
- Additional Duties as Assigned by the Department

Educational Requirement

Bachelor's Degree

Years Of Related Experience Requirement

3 years

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education.

Skills & Abilities

Ability to provide executive-level administrative support while exercising sound judgment, initiative, discretion, and professionalism.
Ability to organize multiple priorities, manage complex projects, and meet deadlines in a fast-paced environment.
Excellent verbal and written communication skills with the ability to build positive working relationships with diverse stakeholders.
Ability to maintain highly confidential and sensitive information with integrity, discretion, and professionalism.
Strong organizational skills with exceptional attention to detail and accuracy.
Proficiency with Microsoft Office Suite, Concur, electronic document management systems, and other administrative technologies.
Ability to coordinate executive schedules, meetings, travel, and events while anticipating needs and resolving competing priorities.

Preferred Qualifications

Master's degree preferred.
Prior related experience working in a Law School or in a legal setting.
Administrative work experience in a higher education academic environment.
Administrative work experience supporting executive-level leaders.
Prior knowledge and experience with event planning and management of support experience in the higher education field.

Physical & On-Campus Requirements

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week
Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Daily (>75% of time)
Walking - Ability to move about on foot to accomplish tasks: Rarely (1%-49% of time)
Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)
Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)
Problem-Solving - Ability to identify and resolve issues effectively: Often (50%-75% of time)

Salary Range

The budgeted salary range that the University reasonably expects to offer for this position: $25.61 - $32.02 per hour

Pay Range