Executive Assistant

This position provides executive administrative and professional support to the Dean of the Maxwell School. The position is responsible for administrative support and oversight of initiatives that require expert communication, organization, professionalism, and attention to detail. This position will prioritize tasks and responsibilities and manage sensitive, confidential issues, using independent judgement.

The Executive Assistant has recurring contact with representatives from the Chancellor's Office, the Office of the Provost, Deans, Associate Deans, Department Chairs, faculty, staff, students, and external constituents such as institutions, donors, alumni, and Maxwell Advisory Board members. This position will exercise initiative and discretion in managing the daily activities within the Dean's Office, responding to inquiries, and directing individuals to the appropriate resources.

The Executive Assistant will supervise the Office Coordinator and student workers.

Education and Experience

• Service orientation, combined with discretion and diplomacy.

• Ability to communicate clearly in writing and orally. Excellent written communication skills. Superior proof-reading ability.

• Initiative, independent judgement, and tact in handling daily inquiries and special projects.

• Ability to manage and prioritize multiple simultaneous projects and tasks independently.

• Ability to develop and maintain relationships with colleagues and Offices such as the Chancellor, Provost, and Faculty Affairs.

• Skilled listener who can identify core issues and concerns.

• Knowledge of tools and platforms to facilitate information dissemination, collection and organization (Microsoft environment).

• Knowledge of diversity, equity, inclusion, and accessibility as it applies to higher education generally and faculty careers specifically. Skills and abilities to maximize effectiveness with diverse groups of faculty and staff.

• Extensive understanding of organizational structure within higher education, generally, and knowledge of Syracuse University's operational environment preferred.

Skills and Knowledge

• Bachelor's degree preferred and/or equivalent combination of education and experience.

• An ideal candidate would display tact and reverence, works well with people, and has the ability to multi-task and manage in a fast-paced environment.

Responsibilities

• Responsibilities include maintaining calendars, scheduling meetings and developing itineraries for the Dean and occasionally other senior school leadership, administrative support for the processing of travel reimbursements, requisitions, purchase orders, invoices, the development of written reports or summaries, updates to letters and correspondence, and updates to presentations for the Dean and Senior Associate Dean. Serve as the main point of contact for internal and external communications with the Dean and as the main point of contact for the Dean's Office. Serve as the initial point of contact and liaison with all levels of the University community, as well as external contacts for the Dean's Office.

• Coordinating faculty affairs functions in conjunction with the Senior Associate Dean, Sr. Director of Budget & Admin, and the Office of Faculty Affairs, and department chairs and administrators on items including, but not limited to, processing faculty leave requests, drafting faculty hiring and appointment letters, submitting updating databases for faculty report and recommendation forms; submitting promotion and tenure recommendations, updating systems for processing various pay and pay related transactions, and maintaining files and logs associated with various appointments.

• Coordinating with the Assistant Dean of Advancement on the Dean's schedule and availability to strategically identify time and space for donor meetings; this includes both short- and long-term planning that will be informed by regional travel, advancement objectives, and the Dean's priorities.

• Act as the Dean's Office Manager including the supervision of the Office Coordinator, hiring and assignment of student workers and office coverage. Organize and maintain all electronic and paper files, including those that are highly confidential. Coordinate with the Sr. Director of Budget & Admin and University Archives for proper long-term retention and indexing of necessary documents.

• Special ad-hoc analyses or projects as assigned by the Dean, Sr. Associate Dean, Assistant Dean of Advancement or Sr. Director of Budget & Admin.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.