Sr. Executive Administrator to Dean - Frost School of Music

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We are seeking a skilled and experienced Executive Administrator to provide comprehensive administrative support to the Dean of the Frost Music School. The successful candidate will be responsible for managing the day-to-day functions of the Dean's office, supporting the Dean's daily activities, and working closely with other members of the faculty and staff. The Executive Administrator must be able to handle sensitive and confidential information and be adept at multitasking in a fast-paced environment.  The Executive Administrator is responsible for managing a variety of administrative tasks that support the school's academic and operational goals. The role involves working closely with the Dean, faculty members, students, and staff to ensure the smooth functioning of the school.

Key Responsibilities:

• Provide high-level administrative support to the Dean, including managing their calendar, scheduling meetings, and handling correspondence.

• Analyze, assess, and prioritize information for the Dean in preparation for key meetings and/or potential action related to school-wide matters.

• Prepare and coordinate various types of correspondence, reports, and presentations, including drafting and editing emails, memos, letters, and other documents.

• Coordinate travel arrangements, accommodations, and logistics for the Dean and other faculty members as needed.

• Assist with the development and implementation of policies and procedures that support the school's academic mission and goals.

• Maintain and organize files, records, and documents related to the Dean's activities and programs.

• Plan and execute special events and meetings, including arranging catering, coordinating guest speakers, and managing logistics.

• Manage the Dean’s meetings, including creating agendas, scheduling, gathering presentations, taking minutes, tracking action items, and timely follow up.

• Act as a liaison between the Dean and faculty members, staff, students, and external partners, handling inquiries, providing support, and maintaining positive relationships.

• Plan, organize, and coordinate special events hosted by the Office of the Dean including receptions, seminars, and other special meetings. Works with faculty, department administrators, and outside groups in planning, scheduling, and execution of events.

• Coordinate and plan the Dean’s Advisory Committee (DAC) meetings, ensure timely receipt of Dean’s Advisory Committee materials from responsible parties, review and coordinate delivery to committee members.

• Supports new full-time faculty hiring process including preparation of offer letters at the direction of the Dean, coordinate the submission of required documents to Faculty Affairs in collaboration with the department office managers.

• Coordinates  the compilation of tenure and reappointment review documentation in collaboration with department chairs, faculty, and submits final approved documents to the Office of Faculty Affairs.

• Anticipate emerging issues, gathers information, determines appropriate course of action, and/or delegates to the appropriate individual.

• Leads special projects, as directed by the Dean.

• Assist with budget preparation, tracking, and reporting, and process invoices and expense reports as needed.

• Supervise and mentor other administrative staff members in the Dean's office.

• Handle sensitive and confidential information with discretion and maintain a high level of professionalism at all times.

• Handle other duties as assigned by the Dean or other senior administrators.

Qualifications:

• Associate's degree required; Bachelor's degree in a relevant field preferred, such as business administration, education, or music.

• Minimum 7 years of experience in an administrative or executive support role, preferably in a higher education setting. Any relevant education, certifications and/or work experience may be considered.

• Proven leadership experience, with the ability to effectively manage and motivate teams.

• Excellent communication skills, both written and verbal, with the ability to interact ef