"Executive Asst to the Dean"

Job Description

The Executive Assistant to the Dean of the College of Law is a central partner in advancing the mission of the College of Law. This role encompasses the management of the Dean's schedule, priorities, communications, and documents; coordination of strategic initiatives; and representation of the Dean's office with discretion and professionalism. The Executive Assistant supervises the Dean's Suite receptionist, liaises with high-profile leaders and external stakeholders, and ensures seamless office operations. The ideal candidate will bring a rare combination of organizational excellence, polished communication, and high-level technical fluency, including mastery of Outlook, collaboration platforms, advanced document production, AI-assisted workflows, and project management.

Key Responsibilities:

Executive Support

• Expertly manage the Dean's Outlook calendar and communications, ensuring accuracy, priority alignment, and proactive scheduling.
• Serve as the gatekeeper for requests and inquiries, triaging access to the Dean based on strategic priorities.
• Coordinate travel logistics, event participation, and timely preparation of talking points and briefing materials.

Digital-First Document & Email Management

• Create, edit, and produce professional-quality documents, reports, and presentations.
• Maintain a fully digital, cloud-based filing system (SharePoint/OneDrive/Teams), ensuring version control and accessibility.
• Manage inbox systems, draft and edit correspondence, and use advanced Outlook features (rules, categories, shared calendars, delegation).

Cloud Collaboration & AI Integration

• Leverage Teams and other platforms to support communication, document sharing, and collaboration.
• Use AI tools (e.g., ChatGPT, institution-approved platforms) to draft, review, and streamline workflows.
• Identify and implement new technologies that enhance productivity and efficiency.

Project & Workflow Management

• Track and coordinate office initiatives, deadlines, and deliverables using cloud-based project management tools.
• Develop and maintain progress trackers, shared dashboards, and accountability systems.
• Anticipate and address administrative or logistical challenges before they escalate.

Events, Communications & Office Coordination

• Collaborate with colleagues on dean-led events, donor/alumni meetings, and special programs.
• Oversee and support the Dean's Suite receptionist to ensure a professional, welcoming environment.
• Assist the Dean in drafting a weekly update email to internal constituents, maintaining accuracy, consistency, and tone.
• Liaise with high-profile leaders, alumni, donors, and external stakeholders with professionalism, diplomacy, and discretion.
• Represent the Dean's Office with a positive, solutions-oriented attitude.

Job Requirements

Required Education and Experience:

Bachelor's degree, AND: 60 months experience managing an office or program for a Dean, Director, or other leadership role.

Equivalency/Substitution: Will accept 48 months related experience in lieu of the Bachelor's degree for a total of 108 months related experience.

Skills:

• Advanced proficiency in Microsoft Outlook and Office Suite.
• Strong command of cloud collaboration platforms (Teams, SharePoint, OneDrive).
• Expertise in document production and formatting.
• Familiarity with AI productivity tools and experience with ChatGPT.
• Project management experience using cloud-based platforms.
• Outstanding organizational and time-management skills.
• Exceptional attention to detail and conscientiousness.
• Excellent judgment, confidentiality, and discretion.
• Strong writing and editing skills, with ability to capture the Dean's voice in communications.
• Ability to work independently and collaboratively in a fast-paced environment.
• Professional, approachable style with exceptional interpersonal skills.

Working Conditions:

• Sit for prolonged periods of time.
• Communicate effectively and listen.
• Use of a computer.
• Standing, stooping, bending and reaching.
• Standard office environment.
• Contact with employees, other departments, and outside entities.

Supervision: One staff member