Executive Administrative Assistant to the Dean

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Job Title:

Executive Administrative Assistant to the Dean

Department:

Dentistry | College Administration

The College of Dentistry seeks a highly skilled and professional Executive Administrative Assistant to support the Dean. This in-person role is critical to the daily operations of the Dean’s suite and requires exceptional organizational, communication, and interpersonal skills. The Executive Assistant performs complex administrative duties of a responsible, sensitive and confidential nature.   The ideal candidate will demonstrate sound judgment, discretion, and a high level of confidentiality while managing complex calendars, coordinating travel, and serving as a key liaison for internal and external stakeholders. This role requires a strong desire to collaborate with others including faculty, students, administrative assistants, and the external community is essential to success. These duties are shared with a second executive administrative assistant.

The Executive Assistant creates a positive and welcoming environment for all internal and external stakeholders and visitors and displays a high level of diplomacy regarding matters that impact the reputation of the College. The Executive Assistant willingly cooperates with faculty and administrative personnel throughout the college and university, demonstrates initiative in problem-solving, and takes full ownership of assigned responsibilities, ensuring accuracy, efficiency and follow through. This position may act as a lead on the coordination of special events of importance and may engage the services of event planning professionals and vendors.

Key Responsibilities:

Executive Support & Calendar Management

• Manage the Dean’s complex calendar, including scheduling meetings, events, and appointments with internal and external stakeholders.
• Coordinate meeting logistics, prepare agendas, and ensure timely follow-up on action items.

Travel & Expense Coordination

• Arrange and manage all aspects of domestic and international travel, including transportation, lodging, itineraries, and reimbursements.
• Prepare and submit expense reports and payables in compliance with university policies.

Administrative Operations

• Draft, edit, and format correspondence, reports, presentations, and other documents using Microsoft Office Suite.
• Screen and direct incoming calls, visitors, mail, and email with professionalism and discretion.
• Screen and prioritize incoming communications and requests.
• Maintain organized filing systems (digital and physical).

Office Representation & Communication

• Serve as a point of contact for the Dean’s suite, providing a welcoming and professional presence.
• Interact with faculty, staff, students, and external partners with tact and diplomacy.
• Support the faculty recruitment process and other special projects and events as needed.

Confidentiality & Discretion:

• Handle sensitive information with the utmost confidentiality and integrity.
• Uphold professional standards in all interactions and communications.

Required Qualifications:

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum of 4 years of relevant administrative experience; 4–8 years preferred.
• Demonstrated ability to handle confidential