"Executive Assistant to the Dean"

The Labovitz School of Business and Economics (LSBE) at the University of Minnesota Duluth invites applications for a full-time (100%) Administrative Associate 1 position (job code 8208A1) as the Executive Assistant to the Dean. The position is a benefits-eligible, twelve-month continuous position, Monday-Friday with fixed hours (8:00 AM to 4:30 PM) and some expectation for flexibility. The person hired in this position will provide executive assistance to the Dean of LSBE, support special projects, and carry other administrative support responsibilities within the Dean’s Office. This is a multifaceted role that combines responsibilities in reception and office operations, administrative support, and event management.

DUTIES/RESPONSIBILITIES:

The Executive Assistant to the Dean provides administrative and executive support to the Dean of the Labovitz School of Business and Economics (LSBE). This position plays a critical role in managing the strategic and operational functions of the Office of the Dean, serving as a key liaison between the Dean and internal and external stakeholders, handling sensitive and confidential matters with discretion, and ensuring the seamless execution of administrative processes, communications, and initiatives. The Executive Assistant oversees projects, manages critical relationships, and ensures the Dean’s office operates efficiently and effectively.

Executive Support and Strategic Coordination (50%):

• Professional Communications & Stakeholder Engagement:
  • Assist with drafting high-level correspondence, executive reports, and presentations.
  • Handle confidential and sensitive communications, ensuring professionalism and discretion.
  • Serve as the primary liaison between the Dean and key stakeholders, including senior administrators, faculty, donors, business leaders, and community partners.
  • Assist in coordinating communications related to fundraising and donor engagement efforts.
  • Facilitate communications and relationships with accrediting bodies such as AACSB.
• Calendar & Meeting Management:
  • Proactively manage the Dean’s and Associate Dean’s calendars, prioritizing commitments, resolving scheduling conflicts, and ensuring the Dean and Associate Dean are well-prepared for meetings.
  • Organize and facilitate meetings for the Dean’s Business Advisory Council and Student Advisory Council, including agenda preparation, follow-ups, and action tracking.
  • Provide executive-level support in preparing for faculty meetings, leadership retreats, and strategic planning sessions.
• Travel & Engagements:
  • Coordinate all aspects of domestic and international travel for the Dean, ensuring seamless logistics and itinerary planning.
  • Arrange travel and visit logistics for distinguished guests, visiting faculty, and donors.
• Financial and Budget Support:
  • Monitor, prepare, and process Chrome River travel documents on behalf of the Dean and the Associate Dean.
  • Process and reconcile Procurement Card (P-Card) transactions.
  • Support the Dean in financial planning and decision-making by preparing summary reports.

Office Operations & Project Management (25%):

• Oversee the day-to-day operations of the Dean’s Office, implementing process improvements to enhance efficiency.
• Manage special projects related to accreditation, faculty affairs, and strategic initiatives, ensuring timely completion.
• Maintain organized records and documentation, ensuring compliance with university and accreditation requirements.
• Work closely with department heads and administrative staff to align school-wide priorities with the Dean’s strategic objectives.
• Support the coordination of contracts, service agreements, and vendor relationships.

School-Wide Leadership & Event Coordination (20%):

• Serve as the primary coordinator for high-profile LSBE events, including distinguished speaker series, awards ceremonies, and accreditation visits.
• Support the planning and execution of promotion and tenure (P&T) processes, ensuring compliance with policies and deadlines.
• Provide executive-level support for AACSB accreditation processes, including organizing Peer Review Team visits.
• Manage Beta Gamma Sigma and assist with coordinating other student clubs.
• Select and order LSBE gifts and manage promotional items inventory.

Other Responsibilities (5%):

• Serve as a trusted advisor to the Dean, providing insights and recommendations on administrative and operational matters.
• Occasionally work outside of regular business hours to accommodate special events and high-priority deadlines.
• Other duties as assigned by the Dean and the Associate Dean.

REQUIRED QUALIFICATIONS:

• BA/BS or a combination of related education and work experience to equal four years.
• Ability to apply knowledge and skills to administrative tasks with emphasis on precision and timeliness of execution.
• Tech-savvy and advanced technical and computer skills to support administrative functions including MS Office Suite with an emphasis on Word, Excel, and PowerPoint; electronic calendar management; Adobe Acrobat; Google Suite; and various videoconferencing and email applications.

PREFERRED QUALIFICATIONS:

• Five years of experience providing administrative support to high level/director level management.
• Expertise in MS Office Suite and Adobe Acrobat.
• Experience with data entry and information retrieval in PeopleSoft and Enterprise Financial System.
• Experience using ChatGPT for efficiency gains.
• Experience setting up meetings and making travel arrangements.
• Experience working with and managing confidential material/information.