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Executive Assistant to the Dean

University of Notre Dame

Job Description

Job Title

Executive Assistant to the Dean

Job Description

Do you enjoy helping others? Do you have a servant heart? Does working in a team environment excite you? Come join a great team of caring, hardworking and compassionate administrative assistants in the Mendoza College of Business!

The executive assistant to the dean provides executive-level support to the dean of the Mendoza College of Business. This includes managing daily administration to ensure efficient, effective operations; coordinating projects and special events related to donors and current and prospective faculty, staff, and students; and other administrative responsibilities in support of the Dean and the college.

Detailed responsibilities include:

Administrative
  • Manages daily administration for the dean, acting as the first point of contact with donors, faculty candidates, etc.
  • Manages the deanís calendar to ensure effective use of time and efficient operations
  • Assists in arranging the deanís travel, and processes reimbursements
  • Coordinates meetings, drafts agendas, and disseminates minutes
  • Requests supplies, materials, food, and technology to facilitate meetings and operations, including deanís socials, football season events, holidays, etc.

Project Management & Special Events
  • Manages projects, coordinates logistics and executes special events for the deanís office
  • Makes high-level contacts of a sensitive nature regarding routine & non-routine issues internally and externally
  • Collaborates with college staff members on faculty matters including annual meetings, hiring, orientation, and the appointment and reappointment process; as well as activities and correspondence with alumni, current donors, and potential donors; and Business Advisory Council activities and meetings

Deanís Office Management
  • Manages administrative operations for the deanís suite including ordering and organizing of office supplies and refreshments, mail and shipping, reservation requests for the boardroom and deanís golf cart, maintenance for the deanís golf cart, as well as overseeing the deanís office Access Database.
  • Responsible for hiring and managing the deanís office student assistants
  • Oversees and delegates responsibilities to students for maintaining common areas including the reception area, boardroom, copy room, and kitchen
  • Provides backup support to the front reception desk
  • Assists as needed with setup and clean-up and basic technical support for meetings held in the deanís boardroom

Communication
  • Works closely with the senior leadership team to support the mission and vision of the dean, college, and university.
  • Helps with correspondence for and often responds on behalf of the Dean to a broad range of constituencies relating to inquiries
  • Works closely with the director of communication on executive-level communications and forwards situations and issues presented by staff, faculty and external constituents to appropriate area for resolution

The Executive Assistant will also act as a member of the deanís office and administrative support teams. This includes but is not limited to participating in team meetings and involvement in shared goals and objectives in order to support the mission of the team and special projects as assigned to support the mission and vision of the college.

What makes Mendoza College of Business special?

At the Mendoza College of Business, diversity, equity and inclusion are foundational to our imperative to Grow the Good in Businessô: to educate business leaders who focus on contributing to everyone in society, cooperating in solidarity, and creating a culture where we succeed and grow together. In addition, we embrace the Universityís core values of Accountability, Integrity, Teamwork, Leadership in Excellence & Leadership in Mission

Mendoza College of Business Commitments to a Diverse and Inclusive Culture

ē To treat every person with dignity and respect
ē To value our cultural differences
ē To harness the strength of our diversity
ē To commit ourselves to the mission of equality for all
ē To be diligent in our efforts to listen, learn, and grow with one another

Minimum Qualifications

  • 7 or more years of experience
  • Associateís Degree or up to 3 years of college or technical school.
  • Ability to adhere to a high level of confidentiality
  • Positive and energetic attitude, committed to representing the Deanís Office in a professional manner
  • Ability to develop relationships with internal and external stakeholders
  • Strong attention to detail and prioritization
  • Willingness to make recommendations for process improvements

Department

Administrative Support-Mendoza (34001)

Family / Sub-Family

University Operations / Administrative Operations

Career Stream/Level

NIC 3 Technician

Department Hiring Pay Range

Up to $28.85 / hour, commensurate with experience

Pay ID

Bi-Weekly

FLSA Status

S3 - FT Non-exempt Hourly

Job Category

Office/Clerical

Job Type

Full-time

Job Posting Date (Campus)

05/16/2023

Job Posting Date (Public)

05/16/2023

Job Closing Date

05/30/2023

Posting Number

S231020

Quick Link for Internal Postings

https://jobs.nd.edu/postings/30690

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