Executive Assistant to the Academic Deans
Position Summary
The Executive Assistant to the Academic Deans of Rice Business provides advanced executive-level administrative support of a highly confidential and strategic nature to key academic leaders, including the Deputy Dean of Academic Affairs, Senior Associate Dean of Degree Programs, Associate Dean of the Virani Undergraduate School of Business, and Associate Dean of Degree Programs.
Ideal Candidate Statement
The ideal candidate for the Executive Assistant to the Academic Deans at Rice Business is a highly experienced, resourceful, and poised administrative professional. They possess exceptional judgment, discretion, and communication skills, and are comfortable managing sensitive information with integrity and professionalism.
Workplace Requirements
Rice Business primarily delivers residential classes and activities taking place almost daily between 7 am and 10 pm. This position may be offered as a hybrid role and may combine both in-office and remote work to provide flexibility and support collaboration. Remote work opportunities are possibly extended to the candidate following the successful conclusion of the probationary period.
Minimum Requirements
- Bachelor’s Degree
- Two or more (2+) years of professional experience as an executive assistant
Skills
- Excellent verbal and written communication skills, including editing and proofreading
- Excellent planning and organizational skills
- High degree of emotional intelligence with demonstrated ability to handle sensitive issues and maintain confidentiality with discretion
- Demonstrated ability to cultivate positive working relationships and gain the trust and respect of all levels of internal and external constituencies
- Ability to multitask, adapt to changing priorities, and meet deadlines
- Advanced computer skills and demonstrated experience with Microsoft Office Suite software and email applications
Preferences
- 10+ years of executive assistant and/or executive administrative experience
- Experience working within higher education supporting academic deans
- Significant technological experience, working with calendar management tools, virtual meeting platforms (Zoom, Teams), institutional systems (iO/Oracle), and Microsoft Office Suite
Essential Functions
- Provides advanced and complex administrative and project-related support directly to each dean, prioritizing a wide range of projects and timelines.
- Independently resolves problems as they arise – identifies priorities to ensure critical issues are addressed promptly and suggests and implements changes.
- Plans and coordinates complex domestic and international travel, including itineraries, expense tracking, and post-travel follow-up.
- Plans and executes key events hosted/supported by the Academic Deans.
- Drafts, edits, and manages communications on behalf of the Academic Deans.
- Leads the coordination of multi-layered calendars, high-stakes meetings, and recurring leadership engagements.
- Serves as the liaison to various internal and external constituencies.
- Maintains accurate records, filing systems, and documentation; safeguards the confidentiality of sensitive information.
- Tracks key leadership initiatives and administrative priorities.
- May provide additional support related to the academic priorities associated with the faculty appointments held by the deans, including course support through Canvas and related activities.
- Directs staff to perform various tasks and assignments.
- Performs other duties as assigned.
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