Executive Administrative Assistant III

Classification Title :

Administrative Spec I / II

Classification Minimum Requirements :

Administrative Spec I-Bachelors degree or an equivalent combination of education and appropriate experience.

Administrative Spec II- Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.

Job Description :

The Executive Administrative Assistant provides high-level administrative support to the Associate Dean for Personnel Affairs & Community Engagement including managing calendars travel communications and special projects. This role also supports faculty recruitment HR processes payroll and compliance tracking. The position requires strong organizational skills attention to detail and the ability to manage multiple priorities with minimal supervision. Acting as a key point of contact the Executive Administrative Assistant communicates with internal and external stakeholders on behalf of the Associate Dean. The ideal candidate is proactive professional and experienced in supporting senior leadership in a fast-paced environment.

Executive Administrative Support

• Provides high-level administrative and strategic support to the associate dean including complex calendar management confidential correspondence preparation of high-impact presentations and meeting briefings.
• Serves as a liaison and provides triage evaluating and prioritizing requests for information identifying urgent matters and ensuring timely execution of follow-ups on behalf of the associate dean.
• Oversees daily operations of the associate deans office ensuring seamless coordination of communications meetings and document preparation including detailed meeting minutes and sensitive correspondence.
• Provides comprehensive coordination and administrative support for faculty recruitment processes managing timelines documentation and communications from initiation through final onboarding.
• Develops high-quality executive-level presentations reports and materials to support internal and external meetings retreats and strategic planning sessions.
• Coordinates logistics for meetings and events including room reservations A / V equipment catering and material preparation ensuring all elements are in place for successful execution.
• Monitors and maintains office supply inventory placing cost-effective orders and proactively anticipating needs.
• Manages or contributes to special projects and initiatives in support of the Deans Office demonstrating flexibility discretion and a solutions-oriented approach.
• Anticipates the evolving needs of the associate dean proactively identifying ways to enhance efficiency and effectiveness.
• Independently manages all domestic and international travel logistics for the Associate Dean including itinerary planning registration for conferences / meetings and timely processing of travel authorizations reimbursements and expense reports.

HR Recruitment & Onboarding

Payroll & Time & Labor Oversight

HR Administration & Compliance

Training & Outside Activity Monitoring

Other duties as needed to support the associate dean and college

Expected Salary :

Administrative Spec I- $19.15 -$21 hourly

Administrative Spec II- $50000 -$55000 salaried

Required Qualifications :

Administrative Spec I-Bachelors degree or an equivalent combination of education and appropriate experience.

Administrative Spec II- Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.

Preferred :

Special Instructions to Applicants :

In order to be considered you must upload your cover letter and resume.

Application must be submitted by 11 : 55 p.m. (ET) of the posting end date.

Administrative Spec I : This position is eligible for Veterans preference. If you are claiming Veterans preference please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veterans Preference Pagefor more specific information.

This is a time-limited position.

This requisition has been reposted. Previous applicants are still under consideration and need not reapply.

Health Assessment Required :

No

Key Skills

Time Management,Microsoft Office,Organizational skills,Microsoft Outlook,Microsoft Word,QuickBooks,Office Experience,Personal Assistant Experience,Microsoft Powerpoint,Microsoft Excel,Administrative Experience,Microsoft Outlook Calendar

Employment Type : Full-Time

Experience : years

Vacancy : 1

Monthly Salary Salary : 50000 - 55000