Executive Assistant to the Dean, Office of the Dean of the College and Graduate School of Arts ...

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Job Description Summary

The Executive Assistant to the Dean provides high-level administrative and operational support to the Dean of the College and Graduate School of Arts and Sciences (the Dean), serving as the primary point of contact for internal and external constituents including faculty, staff, students, university leadership, donors, and community partners. Reporting directly to the Dean, this position manages a complex and dynamic calendar, coordinates high-priority meetings and events, and handles sensitive and confidential information with discretion and sound judgment. The Executive Assistant plays a key role in the day-to-day operations of the Dean's Office coordinating with associate deans, department chairs, and academic units on scheduling and communication; and supporting special projects and initiatives that advance the school's priorities.

Job Description

Essential Functions:

• Prioritizes and schedules appointments, speaking engagements, and other calendar commitments for the Dean; independently determines the relative importance of requested meetings and coordinates the calendar accordingly; prepares detailed briefing materials in advance of scheduled appointments.
• Arranges the Dean's travel, including transportation, lodging, and related logistics; exercises independent judgment in determining optimal itineraries.
• Provides direct supervision for the Office Specialist and Student Conduct Coordinator.
• In coordination with the Associate Dean of Faculty, maintains, updates, and distributes the Committees of the Faculty roster throughout the year.
• Coordinates logistics associated with planning and conducting the College's monthly faculty meetings, including agenda preparation and distribution, room and technology setup, and operation of audio/visual equipment during the meeting.
• Manages the Dean's expenses, including preparation and submission of travel reimbursements, processing of membership dues and subscriptions, and reconciliation of receipts.
• Coordinates with College Development staff on the Dean's attendance at fundraising events and Board of Visitors meetings, and manages the Board's leadership award nominations.
• Identifies opportunities to improve office procedures and processes, and communicates recommendations to staff and the Dean to support efficient office operations.

Other Functions:

• Assists with the planning of departmental events.
• Welcomes visitors and individuals with scheduled appointments and assists with concerns or issues as needed.
• Responds to inquiries from administrators, faculty, staff, students, and the general public, or refers them to the appropriate person or office.
• Provides front desk coverage on an as-needed basis.

Required Education, Knowledge, Skills, Abilities:

• Bachelor's degree and a minimum of five years of progressively responsible administrative or executive support experience, or an equivalent combination of education and experience.
• Demonstrated ability to exercise independent judgment and discretion in prioritizing competing demands, managing confidential information, and representing the Dean's Office professionally in high-visibility settings.
• Strong organizational and time-management skills, with the ability to manage complex calendars, coordinate multiple concurrent projects, and meet deadlines under minimal supervision.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence, prepare briefing materials, and communicate effectively with faculty, senior administrators, board members, donors, and the general public.
• Demonstrated supervisory skills, including the ability to train, direct, and evaluate the work of subordinate staff.
• Proficiency with standard office software and calendar/scheduling systems; familiarity with audio/visual equipment operation preferred.
• Ability to maintain accurate records and databases, such as committee rosters, with attention to detail and consistency.
• Ability to interact tactfully and professionally with a broad range of constituents, including faculty, staff, students, donors, and visitors, often in sensitive or time-pressured situations.

Preferred Education, Knowledge, Skills, Abilities:

• Familiarity with academic governance structures and processes.
• Working knowledge of university policies and procedures related to travel, expense reimbursement, and procurement.

Additional Job Description

Accountabilities:

Works under limited supervision. Reports directly to the Dean. Supervises the Office Specialist and Student Conduct Coordinator.

Physical Requirements:

Sedentary work primarily involving sitting/standing; communicating with others to exchange information; repeating motions that may include the wrists, hands, and/or fingers; and assessing the accuracy, neatness, and thoroughness of the work assigned.

Disclaimer:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status. If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact askHR@wfu.edu.

Time Type Requirement Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.