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Executive Assistant to the Dean

Employer
Drexel University
Location
Pennsylvania, United States
Salary
Salary Not Specified
Posted Date
Dec 2, 2022
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Job Summary

Under the general direction of the Dean, the Executive Assistant to the Dean for Drexel’s College of Engineering (COE) maintains a high degree of professionalism, integrity and confidentiality concerning the dean, COE senior leadership team and interactions with Drexel University administration in support of the college’s mission. The Executive Assistant manages the day-to-day administrative operations of the Dean’s office, performing a broad range of administrative tasks and assisting with special projects. Incumbent is responsible for management of the Dean’s schedule, exercising judgement as to the effective use of the Dean’s time based on regular communication with the Dean and in alignment with her priorities. This role also involves assisting in the daily administrative operations of the Office of the Dean. The ability to operate professionally, independently, and be versatile and respectful in coordinating with a variety of college stakeholders (faculty, staff, students, campus leadership, alumni, etc.) is expected. The ability to maintain confidentiality is required.

Essential Functions
  • Support and manage the Dean’s calendar, scheduling and rescheduling meetings and presentations, including on- and off-campus appointments and meetings, in collaboration with various university departments, committees, boards and external contacts. This involves forwarding to, and coordinating with, the Assistant Dean for Strategy and Innovation regarding any speaking/event engagement requests of the Dean
  • Manages the day-to-day administrative operations of the Dean’s office including work study hiring and supervision, supply inventory, and general shared equipment
  • Assist in confidential correspondence and/or handling of sensitive documents in a timely manner to meet the needs of internal and external stakeholders in accordance with University policies and procedures
  • Make all preparations for the Dean’s meetings, including gathering and preparing meeting materials; executing appropriate follow-through on meetings and appointments; providing proactive meeting set-up for the Dean; arranging catering reservations in support of Dean-hosted meetings; reserving conference rooms and AV equipment as needed
  • Provides support for associated activities, to include making travel arrangements; assisting in securing transportation and hotel accommodations and preparing appropriate paperwork associated with travel; reconciling related expense transactions and reimbursements in accordance with University policies; managing all Procurement credit card transactions for the Dean
  • Engages in a professional and discreet manner with the President’s and Provost’s office staff as needed
  • Communicates professionally, effectively and efficiently on a daily basis via email or Microsoft Teams correspondence, phone, or in-person interactions in response to a variety of requests, questions and concerns
  • Occasional support of the other college leadership team members (associate and assistant deans) will be involved
  • Provides significant support for all high-level meetings and events, including but not limited to Commencement and awards ceremonies, the annual State of the College, as well as Dean’s advisory council meetings
  • Perform other duties as assigned
Required Qualifications
  • Bachelor’s degree and three years of related experience, or Equivalent combination of education and/or experience supporting senior executives in a corporate, government or non-profit environment
  • Requires some flexible hours outside of the standard business hours to assist with scheduling and support of Dean-hosted meetings and events
  • Strong organizational, interpersonal and problem-solving skills, with high attention to detail.
  • Ability to handle multiple tasks concurrently, as well as prioritize tasks while respecting multiple deadlines
  • Ability to follow guidelines, procedures, and written and oral instructions
  • Strong professional integrity, and the ability to handle sensitive and confidential information with discretion and diplomacy
  • Ability to communicate effectively, both verbally and in writing
  • Experience with full MS Office 365, including managing multiple calendars in MS Outlook required
  • Experience scheduling and managing meeting coordination via Zoom required
  • High functionality with scheduling software tools critical
Preferred Qualifications
  • Knowledge of Drexel University policies and procedures preferred.
  • Ability to work effectively with a wide range of constituencies in a diverse community, and establish and maintain positive working relationships
  • Work schedule will be agreed upon in coordination with the Dean
Physical Demands
  • Typically sitting at a desk/table
  • Typically standing, walking
  • Typically bending, crouching, stooping
Location

University City- Philadelphia, PA

Additional Information

This position is classified as Exempt with a salary grade of L. For more information regarding Drexel’s Professional Staff salary structure, https://drexel.edu/hr/career/ducomp/salstructure/

Please review the Benefits Brochure for some information on our benefits offerings.

Special Instructions to the Applicant

Please make sure you upload your CV/resume and cover letter when submitting your application.

Review of applicants will begin once a suitable candidate pool is identified.

Advertised:Dec 2 2022 Eastern Standard Time
Applications close:Jan 2 2023 Eastern Standard Time

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