Executive Assistant to the Dean

William & Mary; United States; In loco; USD 65.000 - 90.000; Tempo pieno

Descrizione del lavoro

William & Mary is seeking an Executive Assistant to the Dean in the School of Education. This role provides high-level administrative support, coordinating leadership meetings, governance activities, and strategic initiatives through the Dean's Office.

The position requires independent judgment, confidentiality, discretion, diplomacy, and strong organizational skills, with collaboration across academic leaders, committees, and staff to support Dean involvement.

Competenze

• Bachelor's degree or equivalent.
• 3+ years supporting senior-level executives in an administrative capacity.
• Excellent written and verbal communication, including editing and proofreading.
• Demonstrated organizational and interpersonal skills to manage priorities and deadlines.
• Handle confidential information with discretion and diplomacy.
• Experience coordinating meetings with multiple stakeholders.
• Proficiency with Microsoft Office and scheduling/tasks apps; learn university systems.
• Interact professionally with a diverse population.

Mansioni

• Manage and prioritize the Dean's calendar, schedules, meetings, and appointments.
• Anticipate upcoming needs and assemble briefing materials and talking points.
• Draft, edit, and prepare correspondence, reports, presentations, and documents for review or signature.
• Direct matters to appropriate offices and bring sensitive issues to the Dean's attention.
• Serve as a liaison between the Dean and reports, faculty, staff, students, and external constituencies.
• Coordinate travel arrangements, itineraries, and reimbursements.
• Maintain confidential records and improve scheduling systems.
• Other duties as assigned.
• Coordinate SOE-wide faculty meetings and leadership events.
• Prepare agendas and distribute materials in advance.
• Attend meetings and document decisions, next steps, timelines.
• Distribute meeting records and track commitments.

Conoscenze

Excellent communication

Independent work

Organizational skills

Interpersonal skills

Microsoft Office

Professional discretion

Meeting coordination

Diversity engagement

Formazione

Bachelor's degree or equivalent

Strumenti

Microsoft Office

Descrizione del lavoro

Job Requisition: JR102190 Executive Assistant to the Dean (Open)

Job Posting Title: Executive Assistant to the Dean

Department: CC00189 WM001 | SOE | Education Deans Office

Job Family: Staff - Program Management

Worker Sub-Type: Regular (benefited)

Job Requisition Primary Location: School of Education

Primary Job Posting Location: Posting Location - William & Mary

Job Description Summary

Position Summary

The Executive Assistant to the Dean provides high-level administrative support for the Dean of the School of Education, with primary responsibility for coordinating leadership meetings, governance activities, strategic planning, and initiatives requiring coordination through the Dean's Office.

Reporting to the Dean, the Executive Assistant anticipates executive needs, organizes information and communications, and maintains systems for priorities, deadlines, meeting outcomes, and follow-up. The position requires independent judgment, initiative, confidentiality, discretion, diplomacy, and strong organizational and communication skills.

The Executive Assistant works collaboratively with academic leaders, faculty committees, and administrative staff to support the Dean's involvement in their work. Responsibility for those functions remains with the designated leaders, committees, and staff.

Job Description

Required Qualifications

• Bachelor's degree or an equivalent combination of education, experience, and training.
• Experience supporting senior-level executives in an administrative capacity (typically 3+ years).
• Demonstrated ability to work independently, take initiative, anticipate executive needs, and exercise sound judgment.
• Excellent written and verbal communication skills, including editing and proofreading.
• Demonstrated organizational and interpersonal skills, with the ability to manage competing priorities and deadlines accurately.
• Demonstrated ability to handle confidential information and sensitive matters with discretion and diplomacy.
• Experience coordinating meetings, projects, or activities involving multiple stakeholders.
• Proficiency with Microsoft Office and collaboration, scheduling, and task-management applications; ability to learn university administrative systems.
• Demonstrated ability to interact professionally with a diverse population.

Preferred Qualifications

• At least three years of experience providing executive-level administrative support in higher education.
• Experience supporting leadership teams, faculty governance, strategic planning, or institution-wide initiatives.
• Experience developing and maintaining systems for tracking priorities, decisions, deadlines, and follow-up.
• Familiarity with university administrative policies, procedures, and applications.
• Experience using technology to improve administrative efficiency and information flow.

Conditions of Employment

This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.

Periodic night and weekend work may be required in support of events.

Job Duties

35% - Executive Support to the Dean

• Manage and prioritize the Dean's calendar, schedules, meetings, and appointments, exercising judgment to ensure effective use of the Dean's time.
• Anticipate upcoming needs and assemble background information, briefing materials, and talking points for meetings, engagements, and decisions.
• Draft, edit, and prepare correspondence, reports, presentations, and documents for review or signature; distribute communications on behalf of the Dean.
• Assess incoming requests, direct matters to appropriate offices, and bring sensitive or consequential issues to the Dean's attention with relevant background information.
• Serve as a liaison between the Dean and direct reports, faculty, staff, students, university offices, and external constituencies.
• Coordinate travel arrangements, itineraries, and expense reimbursements.
• Maintain organized and secure confidential records.
• Improve systems for executive scheduling, meeting preparation, records, and follow-through.
• Other duties as assigned.

25% - Leadership Coordination and Governance Support

• Coordinate SOE wide faculty meetings, SOE Day, Academic Leadership Team, Faculty Executive Committee, and other designated leadership meetings, including scheduling, meeting arrangements, and participant communications.
• Work with the Dean and participating leaders to prepare agendas, collect supporting information, and distribute materials in advance.
• Attend designated meetings and document summaries identifying decisions made, next steps, responsible individuals or bodies, and agreed timelines.
• Distribute meeting records, track commitments, coordinate follow-up with those responsible, and bring outstanding matters to the Dean's attention.
• Maintain accessible leadership and governance records consistent with confidentiality requirements and established c