Executive Assistant, Graduate Programs

Executive Assistant, Graduate Programs & Executive Education

Job Summary

The David Eccles School of Business is seeking an exceptional and dynamic Executive Assistant to support the Associate Dean of Graduate Programs and Executive Education. This critical role ensures the smooth operation of the office and its initiatives by providing high-level administrative support, streamlining processes, and acting as a trusted partner. We are looking for an organized, detail-oriented, and proactive individual with a passion for supporting executives and a proven track record of excellence in executive-level assistance.

The ideal candidate thrives in a fast-paced environment, maintains discretion and professionalism, and is driven by a commitment to excellence. They will play a pivotal role in managing priorities, enhancing productivity, and fostering collaboration among stakeholders.

Responsibilities
Executive Support

• Serve as the primary point of contact for the Associate Dean, managing complex scheduling, correspondence, and travel arrangements with precision.
• Attend meetings with the Associate Dean, take accurate minutes, track action items, and ensure timely follow-up.
• Act as a liaison between the Associate Dean and internal/external stakeholders, ensuring clear and effective communication.

Administrative Leadership

• Manage the day-to-day operations of the department, ensuring tasks are completed efficiently and proactively addressing emerging needs.
• Anticipate challenges and identify solutions that streamline workflows, enabling the Associate Dean and leadership team to focus on strategic priorities.

Meeting and Event Coordination

• Plan and execute logistics for meetings, events, and projects, including preparing agendas, coordinating materials, and arranging catering and facilities.
• Manage timelines and deliverables for special projects, supporting cross-functional collaboration.

Operational Oversight

• Ensure the smooth operation of office workflows, including managing supplies, mail, and building access.
• Collaborate with departments and stakeholders to resolve issues and enhance operational efficiency.

Data and Financial Management

• Support budget oversight by reconciling accounts, processing payments, and maintaining accurate records.
• Prepare detailed reports and summaries, leveraging data to inform decisions and drive departmental goals.

Stakeholder Engagement

• Act as a trusted resource for faculty, staff, and students, addressing inquiries and facilitating solutions.
• Maintain strong relationships across the organization to support strategic initiatives.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.Work Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead, and light lifting up to 25 pounds.

Minimum Qualifications
Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• Proven experience supporting executives in a fast-paced environment, ideally in a similarly complex setting.
• Exceptional organizational skills, with the ability to manage multiple priorities and meet deadlines with ease.
• Proficiency in MS Office Suite (Word, Excel, Outlook), with strong technical aptitude.
• Excellent written and verbal communication skills, with a high degree of professionalism and attention to detail.
• Ability to maintain confidentiality, exercise sound judgment, and navigate complex situations with discretion.

Special Instructions


Requisition Number: PRN40524B
Full Time or Part Time? Full Time
Work Schedule Summary: Primarily Monday through Friday, with rare instances of evening or weekend work to support high-priority events or initiatives. Flexibility is appreciated to ensure the smooth operation of the office and the Associate Dean’s priorities.This position is classified as “essential,” requiring the employee to work on campus, in person.
Department: 00033 - Executive Education
Location: Campus
Pay Rate Range: 55,000 to 70,000
Close Date: 1/15/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/174792


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