Dean’s Strategic Executive Assistant | Calendar & Ops Lead

Wake Forest University Pre-College Programs; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

Wake Forest University Pre-College Programs seeks an experienced Executive Assistant to the Dean to provide high-level administrative and operational support. You will manage a complex calendar, arrange travel, and coordinate with faculty, staff, and leadership to advance school priorities.

Reporting to the Dean, you will supervise support staff, prepare briefing materials, and handle confidential information with discretion in high-visibility settings.

Qualifications

• Bachelor's degree and at least five years of executive support experience.
• Ability to exercise independent judgment and discretion in prioritizing competing demands, managing confidential information, and representing the Dean's Office professionally.
• Strong organizational and time-management skills, with the ability to manage complex calendars, coordinate multiple concurrent projects, and meet deadlines under minimal supervision.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence, prepare briefing materials, and communicate effectively with faculty, senior administrators, board members, donors, and the general public.
• Demonstrated supervisory skills, including the ability to train, direct, and evaluate the work of subordinate staff.

Responsibilities

• Prioritizes and schedules appointments, speaking engagements, and other calendar commitments for the Dean; independently determines the relative importance of requested meetings and coordinates the calendar accordingly; prepares detailed briefing materials in advance of scheduled appointments.
• Arranges the Dean's travel, including transportation, lodging, and related logistics; exercises independent judgment in determining optimal itineraries.
• Provides direct supervision for the Office Specialist and Student Conduct Coordinator.
• In coordination with the Associate Dean of Faculty, maintains, updates, and distributes the Committees of the Faculty roster throughout the year.
• Coordinates logistics associated with planning and conducting the College's monthly faculty meetings, including agenda preparation and distribution, room and technology setup, and operation of audio/visual equipment during the meeting.
• Manages the Dean's expenses, including preparation and submission of travel reimbursements, processing of membership dues and subscriptions, and reconciliation of receipts.
• Coordinates with College Development staff on the Dean's attendance at fundraising events and Board of Visitors meetings, and manages the Board's leadership award nominations.
• Identifies opportunities to improve office procedures and processes, and communicates recommendations to staff and the Dean to support efficient office operations.
• Assists with the planning of departmental events.
• Welcomes visitors and individuals with scheduled appointments and assists with concerns or issues as needed.
• Responds to inquiries from administrators, faculty, staff, students, and the general public, or refers them to the appropriate person or office.
• Provides front desk coverage on an as-needed basis.

Skills

Calendar management

Discretion

Communication

Supervisory experience

Education

Bachelor's degree

Tools

Office software

Calendar systems

Audio/visual equipment

Job description

Wake Forest University Pre-College Programs seeks an experienced Executive Assistant to the Dean to provide high-level administrative and operational support. You will manage a complex calendar, arrange travel, and coordinate with faculty, staff, and leadership to advance school priorities.

Reporting to the Dean, you will supervise support staff, prepare briefing materials, and handle confidential information with discretion in high-visibility settings.