Executive Assistant I

Job SummaryProvides executive level administrative support to the Dean of University Libraries by assisting in a wide range of complex and confidential matters including overseeing the Dean’s schedule, researching and preparing reports and presentations, screening visitors and telephone calls, composing or preparing other correspondence, and maintaining paper and electronic files. The Executive Assistant I also provides additional support to members of the Libraries’ Leadership Team and assists in various special projects and initiatives on behalf of the group. Essential Functions Provides comprehensive executive-level administrative assistance to the Dean of Libraries including composing, editing, proofreading, and formatting correspondence, scheduling meetings and appointments, managing calendars, answering and making telephone calls, receiving visitors, coordinating visits of external constituencies, making travel arrangements and developing itineraries, assisting in the preparation of confidential reports, and maintaining soft and hard copy filing systems/databases. Acts as direct liaison for the Dean to all executive area staff, campus administrators, deans, department heads, President’s Office staff, government officials (including foreign governments), and representatives of private corporations and foundations. Evaluates requests to determine the appropriateness and necessity of involvement by the Dean, and/or redirects to appropriate area, also confers with the Dean, senior leaders, and/or department heads to handle complaints and to resolve problems. Gathers and synthesizes information, performs online research, compiles reports and analysis of data. Works with Library Communication unit to develop and disseminate communications from the Dean’s Office. Prepares expense vouchers, orders office supplies, and travel documents for the Dean and Associate Deans. Serves as approver for time reported for the executive staff and Dean’s direct reports. May be asked to attend and record proceedings from committees, councils and other meetings as requested by the Dean and distribute minutes as required. Gathers and distributes materials for the executive area senior staff meetings. Assists in planning and organizing special events as needed, evening and weekend work may be required. Other Functions Performs other duties as assigned. Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure) High School diploma (or equivalent). Four (4) or more years of administrative office or related experience. An Associate’s or higher degree may be substituted for two (2) years of the required experience. Expertise with Microsoft Office including Excel, PowerPoint, Outlook and Word, as well as the ability to learn and adapt to new software. Superior written and oral communication. Should be able to write clearly and effectively with proper language structure and grammar. Experience handling confidential information. Excellent organizational, communication, and interpersonal skills with the ability to establish and maintain harmonious working relationships with a diverse population including administrators, faculty, staff, students, business executives, government officials, and the general public. Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure) Prior experience in an academic environment. Physical Demands/Working Conditions Typical office environment activity. Work Schedule Monday – Friday, 8:30A - 5:00P. Salary Information Grade 17