Executive Assistant, School of Professional Studies

4 weeks ago

WinstonSalem, United States Wake Forest University Full time

Executive Assistant, School of Professional Studies

Job Description Summary

The Executive Assistant to the Dean provides comprehensive administrative support to the Dean and the School of Professional Studies (SPS) team. Operating under indirect supervision, this position provides primary administrative, logistical, project and executive support to the Dean by managing the Dean's schedule, travel plans, and correspondence to ensure optimal use of time, effective and timely communication, and preparedness for meetings and events. The role also involves coordinating team meetings and school-wide events. Additionally, the Executive Assistant handles a range of complex and/or confidential administrative projects, demonstrating discretion and independent judgment. The Executive Assistant proactively anticipates needs and opportunities, ensures high levels of accuracy, solves problems, and contributes to the seamless execution to support the Dean and the administrative functions of SPS.
Job Description

Essential Functions:

Effectively manage the calendar and travel plans/logistics of the Dean using strong decision-making and organizational skills to ensure the strategic use of time through effective assessment of importance and time-sensitivity of meeting requests, and proactive meeting preparation and organization.

Document the annual cycle of events, regular meetings, and other scheduling requirements related to the Dean’s work to proactively anticipate the needs of the Dean in preparation for upcoming meetings, events, other engagements, and responsibilities, and develop procedures/systems to ensure efficient and administrative support for them on a consistent basis.

Serve as the primary administrative contact for the Dean, managing communication/correspondence with internal and external stakeholders, and support issue resolution through research and collaboration with the rest of the SPS team.

Organize team meetings, retreats, and gatherings, including communicating with participants, preparing agendas and background materials, planning logistics and follow-up tasks, and anticipating and planning for changes.

Support SPS administrative functions (e.g., school-wide HR, facility operations, IT support, etc.) by completing special projects and routine tasks, and track progress for productive and efficient operation.

Organize visits by university teammates and external partners by responding to inquiries, creating visit itineraries, greeting visitors, assisting with event planning and coordination, and providing information or referrals to appropriate individuals.

Conduct primary and secondary research and analysis on specific issues, preparing non-routine documents and reports of a sensitive and confidential nature.

Required Education, Knowledge, Skills, Abilities:

Bachelor’s degree plus at least five years of related experience providing executive-level support or equivalent combination of education and experience.

Comprehensive knowledge of office management best practices.

Demonstrated proficiency in using cloud-based office tools, including Microsoft Office, Google platforms, and other relevant software, plus operation of standard office equipment.

Well-organized, with a strong attention to details and a focus on keeping tasks moving forward with high accuracy and efficiency.

Ability to make administrative and procedural decisions on sensitive, confidential issues.

Strong professional communicator in terms of oral, written, non-verbal and interpersonal skills; able to deliver information clearly and concisely, exchange ideas effectively, listen actively, and respond appropriately to a wide range of constituencies.

Preferred Education, Knowledge, Skills, Abilities:

Master's degree

Prior experience in institutions of higher education.

Agile and adaptive in responding to changing priorities.

Demonstrated commitment to creating and maintaining a diverse and inclusive environment, contributing to a positive team spirit, as well as upholding the University’s and school's mission, vision, and values.

Accountabilities:

Responsible for own work.

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