Executive Dean's Assistant - Hybrid Admin & Strategy

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

Benefits offered by this job

Health plans

Dental plan options

Retirement plan match up to 8%

Generous leave and holidays

Job summary

The University of New England in Maine seeks a Senior Assistant to the Dean to provide high‑level administrative, operational, and project support to the Dean of the College of Professional Studies and the Dean’s Office. This role coordinates the Dean’s schedule, meetings, communications, and office operations while collaborating across academic units and external partners.

Hybrid work options are available; on‑campus days at the Portland campus are required.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• 3–5 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.
• Coordinate daily office operations to ensure efficiency and professionalism.
• 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.
• Help coordinate retreats, and special events.
• Reserve meeting space, arrange technology needs, catering, and meeting logistics.
• Prepare and distribute agendas, meeting materials, and follow‑up communications.
• Track meeting outcomes and ensure action items are completed.

Skills

Calendar management

Executive support

Communication skills

Organizational skills

Discretion with confidential info

Independent work

Project coordination

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Virtual meeting platforms

Job description

The University of New England in Maine seeks a Senior Assistant to the Dean to provide high‑level administrative, operational, and project support to the Dean of the College of Professional Studies and the Dean’s Office. This role coordinates the Dean’s schedule, meetings, communications, and office operations while collaborating across academic units and external partners.

Hybrid work options are available; on‑campus days at the Portland campus are required.