Executive Assistant to the Dean — Strategy & Operations

University of New England; Biddeford (ME); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

UNE tuition waiver for employees

Generous leave time and holidays

Job summary

University of New England is seeking a Senior Assistant to the Dean to provide high‑level administrative, operational, and project support to the Dean of the College of Professional Studies. This role coordinates the Dean’s schedule, meetings, communications, and office operations, ensuring efficient collaboration across academic units, university departments, and external partners.

The Senior Assistant maintains confidentiality, anticipates the Dean’s needs, and helps ensure smooth execution of

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative support, preferably supporting executive leadership.
• Demonstrated experience managing complex calendars and coordinating multiple priorities.
• Excellent written and verbal communication skills.
• Exceptional organizational skills and attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Proficiency with Microsoft Office Suite and virtual meeting platforms.
• Ability to work independently while managing multiple competing priorities.
• Organize office operations and administrative processes.
• Support strategic initiatives and special projects.
• Coordinate travel and event logistics.
• Serve as the central administrative resource for the Dean’s Office.

Responsibilities

• Manage the Dean’s calendar, including scheduling meetings, events, travel, and priorities.
• Coordinate meetings across multiple colleges, departments, and external organizations to align schedules and maximize efficiency.
• Prepare meeting agendas, supporting materials, presentations, and briefing documents.
• Attend meetings as requested, take notes, document decisions, and track follow-up action items.
• Screen and prioritize incoming communications, responding independently when appropriate and routing inquiries efficiently.
• Coordinate travel arrangements and prepare travel itineraries and expense documentation.
• Assist with confidential correspondence, reports, and sensitive personnel or institutional matters.
• Serve as the primary point of contact for the Dean’s Office and coordinate daily office operations.
• Maintain filing systems, records, and confidential documentation.
• Manage office supply inventory and coordinate purchases.
• Coordinate visitors, special guests, and event logistics.
• Assist with budget tracking, purchasing, reimbursements, and procurement processes.
• Prepare reports, presentations, spreadsheets, and correspondence.
• Organize electronic files and ensure accurate recordkeeping.
• Support document preparation for leadership meetings and Board presentations.

Skills

Calendar management

Executive support

Communication

Organizational skills

Microsoft Office

Virtual meeting platforms

Discretion with confidential info

Independent work

Budget tracking

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Job description

University of New England is seeking a Senior Assistant to the Dean to provide high‑level administrative, operational, and project support to the Dean of the College of Professional Studies. This role coordinates the Dean’s schedule, meetings, communications, and office operations, ensuring efficient collaboration across academic units, university departments, and external partners.

The Senior Assistant maintains confidentiality, anticipates the Dean’s needs, and helps ensure smooth execution of