Executive Assistant (Hybrid)

DePaul University; Chicago (IL); On-site; USD 42,554 - 47,899; Full time

Benefits offered by this job

Top choice medical, dental, and vision benefits

Retirement plan matching contribution of 8%

Tuition waivers for employees and dependents

Generous paid time off and sick time

Job summary

A prominent university in Chicago is seeking an Executive Assistant to provide comprehensive support to the Dean of the College of Liberal Arts & Social Sciences. This role involves managing the Dean’s schedule, composing correspondence, and organizing college events. Candidates should hold a Bachelor's degree and possess 5–7 years of relevant experience. Excellent writing, organizational, and communication skills are essential. The position offers competitive hourly wages and generous benefits including tuition waivers and healthcare.

Qualifications

• 5–7 years of progressively responsible experience as a project manager or executive assistant.
• Exceptional writing, editing, proofreading, and speaking skills.
• Experience in an academic environment is preferred.

Responsibilities

• Manage the Dean’s daily schedule and calendar.
• Compose and edit various documents for the Dean.
• Organize and plan college meetings and events.
• Develop strategic communications for the college.

Skills

Writing skills

Organizational skills

Editing skills

Problem-solving

Communication skills

Education

Bachelor's degree

Job description

Highlights

Serving the largest college in the university with approximately 40 individual units and 300 full‑time employees, the Dean’s Executive Assistant provides comprehensive administrative support to the Dean of the College of Liberal Arts & Social Sciences (LAS), drafting numerous and varied correspondence and documents, both under his signature and independently, maintaining his calendar and various schedules for Dean's Office processes, and planning numerous events and meetings for the Dean and the college. This position will manage a diverse range of complex and highly confidential tasks on behalf of the Dean, and will develop strategic communications on behalf of both the Dean and LAS. The person in this role serves as the office manager for the Dean's Office.

What You’ll Do

• Independently compose, edit, organize, and manage a wide variety of material for the Dean’s signature, e.g., letters of support, award letters, commencement speaker invitations, annual reports, discipline‑specific promotional materials, etc.
• Manage and maintain the Dean’s daily schedule and calendar and interact with senior level administration on the Dean’s behalf both at his direction and independently.
• Organize and plan all major college meetings and events, e.g., monthly LASAC meetings, quarterly college‑wide meetings, promotion and tenure hearings, college retreats, etc., sending appointments, booking venues, planning and ordering catering, taking minutes, monitoring Zoom chats, etc.
• Develop and execute strategic communications plans for the college; draft announcements and newsletters, submitting materials to Newsline, MarCom and others; solicit news and announcements from LAS departments, placing and promoting them strategically within the university; facilitate transfer of faculty and staff information to Experts Guide, ensuring that LAS is well represented.
• Acts as the liaison between Facilities Operations and the college in the case of emergencies, communicating information to departments as needed; manages the Facilities Access Management Tool for the Dean’s Office and college; manages the Dean’s Office space; serves as the office manager for the Dean’s Office.
• Some work in the evening—events and meetings—may be necessary.

What You’ll Need

• Bachelor’s degree required.
• 5–7 years of progressively responsible experience working as a project manager, program coordinator, or executive assistant (or comparable) position.
• The person in this role must have exceptional writing, editing, proofreading and speaking skills; be extraordinarily organized and able to work effectively in a team, juggling multiple and varied tasks simultaneously; exhibit rigorous adherence to deadlines and timelines; take appropriate initiative within the parameters of the position; pay meticulous attention to detail; be committed to high performance and dedicated to ensuring that the college is presented to internal and external constituents in the most professional light; have extraordinary diplomatic skills and be an accomplished problem‑solver; have the demonstrated ability to make responsible decisions and act with discretion; have the ability to manage multiple tasks simultaneously and to prioritize workflow; be familiar with an academic environment and extremely detail oriented.

The anticipated hiring range for this position is: $30.89/hr to $34.77/hr. The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Perks

• Working for a stable and well‑known University.
• Top choice medical, dental, and vision benefits.
• Retirement plan matching contribution of 8 %.
• Tuition waivers for employees and dependents.
• Generous paid time off, sick time, holidays, floating holidays, and more!
• Full‑time benefits.

For consideration, please include a resume and cover letter.

Vincentian Mission

Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi‑faith, and inclusive community. We seek to hire collaborative, open‑minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.

DePaul University is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.