Executive Assistant Job at Syracuse University in Syracuse

The Executive Assistant to the Dean plays a pivotal leadership role in the efficient and effective operation of the Dean's Office. Responsible for providing comprehensive professional administrative support to the Dean of the College of Arts & Sciences, this position requires a high level of administrative experience, superb communication, sound independent judgment, and strong analytical and decision-making skills. The professional in this position must be able to effectively manage duties of a sensitive and confidential nature with discretion, and must be detail-oriented, calm under pressure, able to multi-task and prioritize, demonstrate sound technical abilities, and exemplary organizational skills. The executive assistant is present in the office to provide a continuity of support in the Dean's office. The Executive Assistant has recurring contact with representatives from the Chancellor's Office, the Office of the Provost, Deans, Associate Deans, Department Chairs, faculty, staff, students, and external constituents such as institutions, donors, alumni, and College Advisory Board members.

Education and Experience

* Bachelor's degree or equivalent experience.

* 4-5 Years of executive administration support.

* Experience in higher education preferred.

Skills and Knowledge

* Excellent project management skills, strong attention to detail, ability to multitask with demanding timeframes.

* Superior writing and communication skills, including editing and proof reading.

* Strong analytical and problem-solving skills.

* Positive service orientation, combined with discretion and diplomacy.

* Professional appearance and demeanor and excellent attendance required.

* Advanced technical and computer skills to support administrative functions including MS Office suite with an emphasis on PowerPoint, Excel, Teams and Outlook electronic calendar management.

* Capable of initiating, carrying through and completing tasks under minimal supervision.

* Perform work with energy and drive while exploring other opportunities to contribute.

* Probe all appropriate sources; demonstrate advanced skills and insight in gathering and sorting key information.

* Demonstrate persistence, skill, and resilience through all work. Identify and manage the appropriate level of inclusion indicated by the situation.

Responsibilities

* Guided by a comprehensive understanding of College goals and the Dean's priorities, facilitate interactions and communications within the College of Arts & Sciences. Strategically manage the Dean's calendar, overseeing logistical arrangements for 150+ meetings and 6-12 travel days per month, actively assessing issues according to urgency.

* Coordinate and oversee the Dean's complex travel arrangements, including logistics, accommodations, and expenses for national and international engagements.

* Act as the Dean's liaison with key stakeholders at all levels of the University community, as well as external contacts for the Dean's Office.

* Serve as the main point of contact for internal and external communications with the Dean.

* Initiate, draft, edit, and finalize key documents, including but not limited to correspondence, reports, presentations, and meeting minutes.

* In collaboration with the Executive Director of Operations and Strategy, coordinate activities with the Dean's direct reports, monitor issues and deadlines, and ensure that major decisions are made efficiently.

* Prepare necessary materials, coordinate stakeholder input, alert the Dean of key deadlines, and resolve obstacles to prompt resolution of major issues, make routine decisions.

* Forward situations and issues presented by staff, faculty, and external constituents to appropriate cabinet members for resolution.

* Execute special ad-hoc analyses or projects as assigned by the Dean, Sr. Associate Dean, or Exec. Director of Operations and Strategy.

* Hire, supervise, and oversee work of Dean's office staff and student workers.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.