Executive Administrative Assistant to the Dean

Saint Xavier University; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Saint Xavier University in Chicago, IL seeks an experienced administrative professional to support the Dean of the College of Liberal Arts and Education (CLA E). You will manage calendars, correspondence, and staff coordination, ensuring confidential handling of information and smooth daily operations across the CLAE.

The role requires organizing meetings, preparing materials, and assisting with recruitment and office logistics, with a strong emphasis on service to faculty, staff, and external

Qualifications

• Bachelor's degree in business or related field is required.
• Ability to excel in customer service across a broad range of constituencies within the University and the community.
• Ability to organize and think independently with attention to detail and deadlines.
• Ability to prioritize tasks and manage concurrent projects.
• Support for the Mission of Saint Xavier University and the Mercy Tradition's value of service to others.

Responsibilities

• Provides comprehensive administrative assistance to the Dean and Division Directors, including correspondence with faculty, staff, university departments, and outside vendors.
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow-up on matters arising from meetings.
• Schedules and coordinates Dean's appointments and/or travel arrangements, and coordinates and oversees daily office activities.
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
• Performs office management tasks: ordering and organizing office supplies; logistical coordination for office initiatives and events, including mailings; assisting with building management requests; maintaining copiers and other office equipment, providing backup phone and staffing coverage; serving as a point person for administrative and operational needs of the CLAE.
• Schedules, coordinates, and attends College and Leadership Committee meetings. Prepares agenda and meeting documentation, records minutes, and posts all materials to Team Sites
• Coordinates recruiting process for CLAE, including position requisitions, scheduling interviews, and collaborating with Human Resources relative to the hiring process.
• Coordinates logistics of CLAE faculty offices, moving logistics, communication with faculty, and the procurement of new furniture and appropriate keys.
• Maintains the highest degree of confidentiality regarding CLAE information.
• Attend to CLAE projects and other responsibilities as designated by the Dean and Division Directors.
• Provides essential support functions including calendar management support for the leadership; facilitates and schedules meetings; books meeting rooms; arranges for catering; confirms attendance; and supports in the preparation and distribution of materials as necessary.
• Responsible for the organization of CLAE Program Committees.

Skills

Customer service

Organizational skills

Independent problem solving

Time management

Education

Bachelor's degree in business or related field

Job description

Saint Xavier University in Chicago, IL seeks an experienced administrative professional to support the Dean of the College of Liberal Arts and Education (CLA E). You will manage calendars, correspondence, and staff coordination, ensuring confidential handling of information and smooth daily operations across the CLAE.

The role requires organizing meetings, preparing materials, and assisting with recruitment and office logistics, with a strong emphasis on service to faculty, staff, and external