Bachelor’s degree and a minimum of 5-7 years of experience.
Prior experience providing executive level support and event management preferred.
Proficiency with Microsoft Suite, including Microsoft Word, Excel, Outlook, PowerPoint, Teams, and SharePoint, is needed.
A cover letter is required for consideration; additional writing samples may be required.
Nice to Have:
Higher Education industry experience
Job Summary/Description:
The Executive Assistant to the Dean of the School of Social Work is a highly visible role that provides executive level support to the Dean by performing complex, varied, and confidential administrative functions. The incumbent will be a strong, positive, collaborative presence in the Dean's Office. Reporting directly to the Dean of Social Work, this position will provide various administrative and project support to ensure efficient operations and communications across the school, university, and our broader communities. The Executive Assistant is responsible for maintaining correspondence and scheduling on behalf of the Dean and planning frequent business travel details; routinely interacting with multiple constituencies, including faculty, staff, alumni, students, and community partners; providing comprehensive support through the planning and managing of meetings and events, document preparation, and responding to inquiries and independently managing specific projects and processes as assigned. The ideal candidate will exercise professionalism and discretion while identifying and anticipating the Dean’s needs. The ideal candidate will have an engaging, positive, and welcoming presentation style as a representative of the dean’s office and the school.
Areas of responsibility include:
Administrative (50%)
Provide administrative support to the Dean by acting as the Dean's liaison to SSW, the University, and external stakeholders; responding to faculty, staff, students, and other constituencies; collecting information, drafting, and producing the Dean's correspondence and reports; scheduling appointments and coordinating the Dean's calendar, arranging the Dean's travel and processing purchases and reimbursements, supervising the Dean's Office student employee, and answering the Dean's phone. Assisting the Dean in managing meeting requests, speaking engagements, and representation at local and national events. Manage the Dean’s office, including welcoming guests, handling requests, creating a positive environment, and helping the dean with her daily meeting schedule.
Faculty Actions (30%)
Administer all faculty actions for SSW by preparing paperwork for appointments, reappointments, sabbaticals, leaves of absence, and changes of status; coordinating the tenure and promotion review process; managing all faculty searches, including search proposals, application tracking, travel arrangements, and schedule for visiting candidates; scheduling annual faculty workload meetings; generating contracts for part-time Lecturers, Social Work Practice Specialists, Field Liaisons, and Clinical Supervisors; providing contract information to the SSW Finance department for payroll input; collecting faculty annual reports; and assisting the Dean and the Assistant Dean of Finance and Administration with the faculty salary review process. Collects and prepares data for the Provost's office and HR upon request. Reviews fulfillment of faculty workload obligations each semester and determines whether over base payment is owed for the teaching activity. Serves as the SSW My CV liaison.
Event Planning (20%)
Under the direction of the Dean, the role will arrange meetings, events, and conference calls for the Dean’s office. Reserving space and equipment using scheduling tools and software as appropriate. Independently select and engage appropriate services for catering and facility support. The role will engage with the SSW Marketing team and university Events and Conferences Department when their support and participation are necessary. Take minutes at faculty meetings.
Project Management (20%)
Provide detailed planning, proactive coordination, and oversight of special projects and strategic initiatives. Oversight of appropriate use of communal spaces, including recommendations to the Dean of changes to School policies; alert Dean to potential problems and areas of risk within the school and advise her on issues related to the SSW community; assist with temporary supervision of non-exempt employees when the primary supervisor is unavailable for extended periods, typically due to leaves of absence or vacant positions.
Basic Qualifications
Bachelor’s degree and a minimum of 5-7 years of experience.
Prior experience providing executive level support and event management preferred.
Positive and welcoming presentation style.
Excellent communication skills to effectively engage with a diverse, vibrant community of faculty, students, staff, and stakeholders. Exceptional attention to detail and strong writing skills. The ability to handle confidential information with discretion is essential.
Proficiency with Microsoft Suite, including Microsoft Word, Excel, Outlook, PowerPoint, Teams, and SharePoint, is needed.
A cover letter is required for consideration; additional writing samples may be required.
Willingness to work some limited evenings and weekends with advance notice.
Additional Qualifications
Highly organized with excellent time management and proven planning skills.
Able to work well in a fast-paced environment independently and as part of a team to manage deadline-driven projects, tasks, and initiatives.
Able to represent the Dean and the school across settings in a positive and welcoming manner.
Ability to work independently and show strong initiative and problem-solving skills.
Demonstrated ability to build relationships to promote and foster a strong, positive team environment with a willingness to explore, understand, and appreciate diverse perspectives.
A collaborative work approach with the ability to shift responsibilities as needed to support team members.
An orientation that strives for continuous improvement, positivity, curiosity, creativity, flexibility, and a growth mindset.
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Planet Professional and The Planet Group of Companies are equal opportunity employers. It is our practice not to discriminate against any employee or applicant based on any criteria, condition or basis protected by laws or regulations in the locations where we do business. All qualified applicants are encouraged to apply. We celebrate diversity and are committed to providing an environment of mutual respect. We believe that diversity, equity and inclusion enable us to better meet our mission and values while serving our clients across the globe. If you have a disability or handicap and would like us to accommodate you in any reasonable way, please inform your recruiter, or contact us, so that we can discuss the appropriate alternatives available.
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