Executive Assistant

Overview

Provide executive-level administrative support to the Dean of the Ellmer School of Nursing at Old Dominion University. This role serves as the primary liaison between the Dean and internal/external stakeholders, managing communications, strategic initiatives, and the operational functions of the Dean’s Office. The position requires discretion, sound judgment, independent evaluation and analysis, and the ability to manage complex and confidential matters in a fast-paced academic environment.

Responsibilities

Executive Support and Liaison

• Represent the Dean on executive and administrative matters with professionalism, discretion, and confidentiality.
• Serve as the primary point of contact between the Dean and senior leadership, faculty, staff, students, alumni, and external partners.
• Evaluate and prioritize all requests directed to the Dean, determining appropriate responses or redirection.
• Draft, edit, and prepare correspondence, reports, and presentations for the Dean.

Strategic Calendar and Scheduling Management

• Coordinate and maintain the Dean’s complex appointment calendar, ensuring strategic prioritization of commitments.
• Schedule meetings, confirm logistics, and prepare/distribute relevant materials.
• Arrange travel and accommodations for conferences, meetings, and events (local, national, and international).
• Adjust scheduling promptly in response to urgent matters, obtaining necessary background information for the Dean’s decision-making.

Operational and Office Management

• Oversee the daily operations of the Dean’s Office, ensuring efficient workflow and task delegation.
• Work regularly with and/or address the needs of senior university officials, department leadership, program directors, HR business partners, staff, undergraduate and graduate students, staff, alumni, parents, community members, and other stakeholders.
• Supervise staff, graduate assistants, and student workers, providing training, performance feedback, and professional development support.
• Monitor time and attendance records, manage leave requests, and ensure compliance with HR policies.
• Independently analyze and evaluate requests to make technically sound recommendations concerning actions that may be taken.
• Address building needs, appearance, and security concerns, coordinating resolutions as needed.

Initiative Coordination and Strategic Planning

• Support strategic planning using knowledge of best practices in higher education and student success.
• Assist in planning and implementing college-wide strategic initiatives, including recruitment and retention efforts, enrollment, curricular development, and community engagement activities.
• Lead and coordinate committees, events, and special projects that support the College’s mission.
• Conduct research, gather data, and prepare reports to inform decision-making and assess initiative effectiveness.

Leadership Training and Support

• Onboard new associate deans and office administrators, providing training on fiscal procedures, university policies, and workflow processes.
• Provide guidance on handling student and personnel matters using best practices and university policy.
• Ensure administrative staff across the college have the resources and training necessary to support leadership effectively.
• Perform other duties as assigned.

Qualifications

Minimum Qualifications:

• Skilled at supporting the administrative needs of excutive level positions.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Adobe required.
• Must have high organizational skills and ability to multi-task and work independently

 

Preferred Qualifications:

• Bachelor’s degree preferred.
• Three (3) years supporting the administrative needs of excutive level positions is preferred.
• Experience in an academic setting is preferred.

Location : Location

US-VA-Virginia Beach