Executive Assistant

PRIMARY PURPOSE

The Executive Assistant to the Dean of the College of Arts and Sciences provides administrative support and assures that the work of the College and the Office of the Dean is accomplished with maximum effectiveness and efficiency. The Executive Assistant manages the workload and workflow in the Dean's Office and facilitates communication among the Deans, the academic staff, and the faculty.

ESSENTIAL DUTIES

Administrative Support

• Provide administrative support for the Dean, Associate Deans, and Director of Operations and Finance, including: managing respective calendars; coordinating access through scheduling of meetings and telephone calls and managing office drop-ins; advising on the priority of issues and assisting with prompt resolution of concerns; and informing about assignments being handled by other members of the staff.
• Provide administrative support and maintain permanent records, in collaboration with departmental/program administrative staff, for select CAS standing committees
• Provide administrative support for developmental, promotion, tenure, and sabbatical leave applications.
• Support the work of the office by drafting agendas, preparing background material, gathering data, creating reports, and performing follow-up tasks.
• Serve on staff committees and panels as requested.

Operational Support

• Direct workflow, project management support, and general office management in the Office of the Dean and supports communications between the Dean's Office and the President's office, campus community, CAS faculty, students and families, alumni, Board of Trustees, vendors, and the general public.
• Screens written and electronic communications addressed to the Dean and drafts correspondence with faculty, staff, and the community at large.
• Helps schedule and along with departmental administrative staff, helps support faculty governance committees.

Personnel Supervision and Coordination

• Support departmental administrative staff and search committee in faculty search efforts.
• Manage confidential data related to faculty personnel files and promotion/tenure files.
• Supervise and coordinate projects and tasks among departmental administrative staff.
• Supervise Dean’s Office student staff.

Events Coordination

• Coordinate special events.
• Reserve event locations, catering, transportation for VIP's, etc.
• Plan and coordinate complex administrative assignments and special projects within and/or across departments; gather, organize, and assess information, and develop and prepare recommendations.
• Coordinate the planning and executing of all details required to present events consistent with the quality image of Lewis & Clark

Other Duties as Assigned

REQUIRED EDUCATION / EXPERIENCE

• Associates degree or equivalent
• Five years relevant administrative or executive assistant experience
• Impeccable written, oral, and interpersonal communication skills
• Research, analytical, and planning skills
• Strong computer skills including proficiency in programs including Excel, Microsoft Word, Google Docs, and Google calendars.
• Experience working in a professional environment with documented ability to handle confidential information, effective follow through and customer service with minimal oversight and direction.
• Ability to prioritize and manage multiple tasks
• Demonstrated team player. Exceptional interpersonal skills and friendly and professional demeanor.

PREFERRED EDUCATION / EXPERIENCE

• Bachelor’s degree
• Executive Assistant Experience
• Project Management Experience
• Higher Education Experience