Executive Assistant to the Dean
William & Mary, Williamsburg, VA, United States
Executive Assistant To The Dean
The primary function of the Executive Assistant to the Dean is to support the Dean of the Law School in all aspects of his role. The Executive Assistant performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, strong interpersonal skills, sound judgment, writing ability, and analytical and decision-making skills.
Required Qualifications
Bachelor's Degree or equivalent combination of education and experience.
Extensive background (10+ years) relevant administrative experience in a professional, demanding environment involving secure, confidential information.
High level experience with Microsoft Word, PowerPoint, Excel, Microsoft TEAMS, and video teleconferencing programs required.
Demonstrated ability to work independently and use initiative. Must be detailed oriented and able to manage multiple priorities in a fast-paced environment.
Excellent verbal and written communication skills using various platforms. Excellent interpersonal skills with proven experience working with various levels of internal and external constituents.
Preferred Qualifications
Prior experience in a law firm or higher education.
Experience staffing and supporting principals at events and engagements. Experience making travel arrangements including preparation of detailed travel portfolios.
Prior experience working with high level donors and/or non-profit organizations.
Experience with budget management/fiscal processes.
Conditions Of Employment
This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
Periodic night and weekend work may be required in support of events.
Duties
20% - Executive Support To The Dean:
Serve as a liaison between the Dean and his direct reports, as well as faculty, colleagues within and outside the University, educational and community groups, and students.
Keep the Dean apprised of news and activities (e.g., illnesses, losses, important personal information) pertaining to members of the Law School community for the Dean's situational awareness.
Triage issues presented and direct to appropriate offices as needed. Prioritize important or sensitive matters and bring them to Dean's attention; obtain and add any background materials needed to facilitate action. Use independent judgment, determine when to act independently, and when to refer problems for Dean's attention.
Assemble, organize, and report information to facilitate decisions by the Dean through research and collaboration with key stakeholders.
60% - Administrative Support To The Dean:
Organize and maintain the Dean's complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and making sound decisions to ensure effective use of the Dean's time.
Make all travel arrangements (airline, hotel, car, conference registration, etc.). Prepare detailed travel portfolios including itinerary, briefings and all relevant material.
Remain in contact with the Dean when traveling to provide notification of important matters promptly.
Submit expenses for reimbursement.
Prepare and process correspondence. Respond to emails when appropriate/ needed and facilitate appropriate follow-up.
Effectively and professionally communicate with a broad range of individuals internal and external to the Law School and university.
Facilitate communications and disseminate information on behalf of the Dean.
Establish and maintain hardcopy and electronic files and records ensuring records are well organized, accurate, up-to-date, and accessible by the appropriate people.
Manage and secure confidential and critical data.
Organize and prepare electronic and printed materials for the Dean's signature as necessary.
20% - Meeting, Events, & Hospitality:
Schedule and coordinate logistical details for meetings and appointments, invite participants, and ensure all materials are prepared, finalized, and distributed in a timely fashion.
Provide all necessary background information and documentation to ensure the Dean is prepared and informed.
Prepare agenda and collect agenda items from participants as needed, take notes/minutes, and record action items.
Assist with preparation of meeting related documentation, draft follow-up emails/memos, and edit other documents as needed.
Work with the event planning team to plan the Dean's engagement with events. Augment event planning team as needed to facilitate Law School events involving the Dean.
Staff and personally support the Dean at events requiring his presence. Serve as a liaison/point of contact to facilitate event guest engagement with the Dean.
Collaborate closely with the Associate Dean for Advancement to gather details about event attendees and any pertinent information, ensuring the Dean is well-prepared and informed.
Receive and triage all speaking requests made of the Dean. Assist in the preparation of presentation content and materials. Coordinate with the communications team to facilitate their coverage of the engagement as appropriate.
Posting Range: Up to $75,000 commensurate with experience
The primary function of the Executive Assistant to the Dean is to support the Dean of the Law School in all aspects of his role. The Executive Assistant performs a wide range of duties that require confidentiality, discretion, tact, diplomacy, strong interpersonal skills, sound judgment, writing ability, and analytical and decision-making skills.
Required Qualifications
Bachelor's Degree or equivalent combination of education and experience.
Extensive background (10+ years) relevant administrative experience in a professional, demanding environment involving secure, confidential information.
High level experience with Microsoft Word, PowerPoint, Excel, Microsoft TEAMS, and video teleconferencing programs required.
Demonstrated ability to work independently and use initiative. Must be detailed oriented and able to manage multiple priorities in a fast-paced environment.
Excellent verbal and written communication skills using various platforms. Excellent interpersonal skills with proven experience working with various levels of internal and external constituents.
Preferred Qualifications
Prior experience in a law firm or higher education.
Experience staffing and supporting principals at events and engagements. Experience making travel arrangements including preparation of detailed travel portfolios.
Prior experience working with high level donors and/or non-profit organizations.
Experience with budget management/fiscal processes.
Conditions Of Employment
This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
Periodic night and weekend work may be required in support of events.
Duties
20% - Executive Support To The Dean:
Serve as a liaison between the Dean and his direct reports, as well as faculty, colleagues within and outside the University, educational and community groups, and students.
Keep the Dean apprised of news and activities (e.g., illnesses, losses, important personal information) pertaining to members of the Law School community for the Dean's situational awareness.
Triage issues presented and direct to appropriate offices as needed. Prioritize important or sensitive matters and bring them to Dean's attention; obtain and add any background materials needed to facilitate action. Use independent judgment, determine when to act independently, and when to refer problems for Dean's attention.
Assemble, organize, and report information to facilitate decisions by the Dean through research and collaboration with key stakeholders.
60% - Administrative Support To The Dean:
Organize and maintain the Dean's complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and making sound decisions to ensure effective use of the Dean's time.
Make all travel arrangements (airline, hotel, car, conference registration, etc.). Prepare detailed travel portfolios including itinerary, briefings and all relevant material.
Remain in contact with the Dean when traveling to provide notification of important matters promptly.
Submit expenses for reimbursement.
Prepare and process correspondence. Respond to emails when appropriate/ needed and facilitate appropriate follow-up.
Effectively and professionally communicate with a broad range of individuals internal and external to the Law School and university.
Facilitate communications and disseminate information on behalf of the Dean.
Establish and maintain hardcopy and electronic files and records ensuring records are well organized, accurate, up-to-date, and accessible by the appropriate people.
Manage and secure confidential and critical data.
Organize and prepare electronic and printed materials for the Dean's signature as necessary.
20% - Meeting, Events, & Hospitality:
Schedule and coordinate logistical details for meetings and appointments, invite participants, and ensure all materials are prepared, finalized, and distributed in a timely fashion.
Provide all necessary background information and documentation to ensure the Dean is prepared and informed.
Prepare agenda and collect agenda items from participants as needed, take notes/minutes, and record action items.
Assist with preparation of meeting related documentation, draft follow-up emails/memos, and edit other documents as needed.
Work with the event planning team to plan the Dean's engagement with events. Augment event planning team as needed to facilitate Law School events involving the Dean.
Staff and personally support the Dean at events requiring his presence. Serve as a liaison/point of contact to facilitate event guest engagement with the Dean.
Collaborate closely with the Associate Dean for Advancement to gather details about event attendees and any pertinent information, ensuring the Dean is well-prepared and informed.
Receive and triage all speaking requests made of the Dean. Assist in the preparation of presentation content and materials. Coordinate with the communications team to facilitate their coverage of the engagement as appropriate.
Posting Range: Up to $75,000 commensurate with experience