Executive Assistant to the Dean

Overview

Under the general direction of the Dean, the Executive Assistant provides executive, administrative and operational support to the Dean and serves as a key resource for the efficient functioning of the Dean’s Office. The Executive Assistant manages complex and confidential matters, coordinates strategic initiatives and special projects, oversees administrative operations, and serves as a liaison among faculty, staff, students, and external stakeholders.

The incumbent exercises considerable independent judgment and discretion in managing priorities, researching and resolving issues, coordinating communications, and supporting the Dean in matters related to academic administration, accreditation, budgeting, faculty affairs, and institutional operations. The position requires exceptional organizational skills, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

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Responsibilities

60% Executive Support to the Dean• Serve as the primary administrative support to the Dean and act as a key point of contact for matters requiring the Dean's attention.• Coordinate workflow, communications, and processes among staff members who support the Dean to ensure timely completion of projects and assignments.• Participate in regular staff meetings and monitor progress on departmental initiatives, projects, and deadlines.• Exercise independent judgment in handling inquiries, resolving issues, and responding to matters of a sensitive or confidential nature.• Identify issues requiring the Dean's attention, conduct research, analyze information, and develop recommendations and proposed solutions.• Draft correspondence, reports, presentations, memoranda, and other communications for the Dean's review and signature.• Provide guidance and information to faculty, staff, and students regarding college policies, procedures, and administrative matters.• Coordinate and support activities related to faculty appointments, contracts, scheduling, and other academic administrative functions.• Gather, analyze, and compile information from multiple sources and prepare reports, summaries, and presentations for decision-making purposes. • Manage and prioritize the Dean's calendar, including scheduling meetings, coordinating complex appointments, and ensuring effective use of the Dean's time. • Coordinate meetings and events involving internal and external stakeholders and prepare agendas, materials, and follow-up communications.

40% Office Administration and Special Projects• Manage the day-to-day operations of the Dean's Office and ensure professional and efficient office administration.• Serve as the primary point of contact for visitors, faculty, staff, students, and external constituents, responding to inquiries and resolving issues as appropriate.• Coordinate communications between the Dean's Office and other College and University departments.• Initiate, coordinate, and monitor special projects on behalf of the Dean, ensuring adherence to established timelines and objectives.• Support strategic initiatives in areas such as accreditation, student affairs, registration, academic programs, institutional planning, and other College priorities.• Assist with the planning and coordination of meetings, conferences, ceremonies, receptions, and special events.• Maintain project files, records, and tracking systems to ensure timely completion of assignments and deliverables.• Oversee the management, routing, tracking, and retention of correspondence and official records for the Dean's Office.• Monitor assignments delegated by the Dean and follow up with responsible parties to ensure deadlines and commitments are met.• Provide administrative support to other departments and initiatives as assigned by the Dean.

Qualifications

Bachelor’s Degree preferred (not required), or equivalent job experience in a healthcare/academic/business setting. Strong project and event coordination experience, with attention to detail and excellent organizational skills.Ability to take initiative and work independently or collaboratively in a dynamic environment.Ability to manage multiple priorities, triage needs, and meet deadlines in a dynamic environment.Work experience that demonstrates a confident and professional work style, including respect for confidentiality, the ability to exercise good judgment in stressful circumstances, ability to meet deadlines, be detail-oriented and be flexible with job assignments.Interpretation of department/college policies and procedures; assists with the development and implementation of new internal policies and procedures.Demonstrated proficiency in Microsoft Office Suite and an ability to learn new software applications.Exceptional written and verbal communication skills, with a professional and collaborative demeanor. Customer service orientation, with the ability to communicate professionally with faculty, staff, and external partners.Knowledge of written Hebrew. Spoken Hebrew preferred. Related analytical and administrative experience in an executive-level office. Experience scheduling appointments and coordinating calendars. Event-planning.Work calmly under pressurized deadlines and through last-minute situations; some availability to work Sundays or evenings.

Maximum Salary

USD $57,500.00/Yr.

Minimum Salary

USD $46,000.00/Yr.