Executive Assistant

Position Summary

**Re-Post, Previous Applicants Need Not Re-Apply, Still Under Consideration** The role of this position is defined and impacted by the mutual working relationship established with the administrator (“Right-hand” to the administrator). This position serves as the principle personal and administrative support. Work ranges from standardized office support assignments to performance of administrative duties involving decision-making and judgment. Public contact is a major component of positions, both internal and external to the organization. This role will support the dean by organizing meetings and communication, maintaining administrative documents for the Joint School of Nanoscience and Nanoengineering (JSNN). This position also provides key support to school event planning and travel arrangements.

Key Responsibilities

Administrative and Program Support

• Assist with event coordination (both internal and external users) with Dean’s staff.
• Perform administrative tasks such as data entry.
• Maintain positive relationships with internal and external constituents through timely and professional communication.
• Assist with travel arrangements and assemble travel packets as needed.
• Assist the University Program Manager with special projects as assigned.

Office and Calendar Management

• Maintain an organized filing system for efficient use by the team.
• Manage calendar scheduling for Dean.
• Book meeting spaces, reserved parking, and other logistics for events and staff.
• Assist with Poster printing when needed.
• Maintain breakroom and order supplies as needed.

Data Management

• Pull necessary reports for Dean’s office as requested.
• Organize data in Excel, Word, PowerPoint, and other reporting tools.
• Input contacts for mailings and outreach.
• Attendance monitoring for JSNN Weekly Seminar.

Event Planning and Coordination

• Handle logistics for various meetings including scheduling, invitations, RSVPs, agendas, catering, room set-up, material preparation, etc.
• Maintain rosters and contacts on behalf of the Dean.
• Schedule and note keeper for meetings.
• Prepare PowerPoint materials (as needed).