Executive Assistant to Vice Dean

Job Responsibilities:

• Provides analytical and specialized administrative support to relieve Vice Dean and leadership staff of complex details and advanced administrative duties. Prepares written and/or printed material and prepares letters, memoranda, formal presentations, proposals, mailings, charts, tables, graphs, business plans and other materials using PC or other office applications or systems. Inputs and tracks financials, accounting and reporting information and distributes updates and status reports as required. Creates and maintains various databases and spreadsheet files as requested by supervising executive or departmental policy. Produces, maintains/updates, and distributes reports as required. 
• Coordinates retrieval and distribution of information resources to Vice Dean and designated staff.  Handles routine and confidential matters with appropriate urgency and discretion.  Resolves non-routine situations based on established policies and procedures and refers non resolved issues and questions to the appropriate party.
• Handles complex calendar scheduling, meeting preparation and presentation materials. Deals with confidential information and executive leadership on a regular basis. Organizes and facilitates meetings and other special events.  Makes arrangements for conferences and business travel. 
• Performs research and analysis on specific issues as required.
• Plans, develops and implements office management procedures and monitors policies and procedures in area of responsibility, recommends modifications to existing procedures as required. Ensures adequate support for office at all times. Orients staff in use of technology and assists in troubleshooting. Establishes and oversees a well-organized functional system of record keeping. Makes recommendation for needed office equipment. Anticipates deviations from plans and makes additional plans for accommodations. Presents new and innovative ideas, gives them the appropriate follow-up and if necessary, makes adjustments. 
• Establishes, develops, maintains and updates filing system on own initiative. This may include the creation and maintenance of an automated transaction filing system. Opens sorts and distributes incoming mail, collects and forwards outgoing mail and inter-office memoranda and responds to routine correspondence within established guidelines. Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Enhances the Vice Deans effectiveness by providing project management support. Briefs the Vice Dean on upcoming meetings and collate relevant briefing documents. Delegates action points to others / direct reports within the organization.  Assists on special projects as needed and effectively presents all materials through use of technology or assists leadership in effectively presenting materials.
• Monitors and follows up matters and takes action if required. Executes special or continuous business, research and data analysis tasks. Coordinates and prepares various advanced presentations as needed.
• Prepares reports by collecting and analyzing information. Compiles and analyzes data, prepare schedules, reports, presentations and recommendations that are critical and of a confidential nature that require advanced communication, analytical and computer capabilities. Executes special or continuous business, research and data analysis tasks. Coordinates and prepares various advanced presentations (budget, organizational change, and others as needed).
• Composes some correspondence on own initiative for review.  Collects, assembles and analyzes data for presentations. May handle administrative and/or communications aspects on behalf of the Vice Dean. Initiates contact with senior executives and clients for exchange of information.
• Acts as first point of contact for meeting and greeting clients both internal and external. Answers telephones for Vice Dean and other department managers as required; takes messages or field/answer all routine and non-routine questions. Works in cooperation with other Assistants within the department to cover phones during break periods.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. Represents the executive by attending meetings in the executive’s absence.
• Functions as liaison for all interactions between Leadership and others. Responds in a timely, discrete and confidential manner to all requests concerning sensitive issues. Functions as liaison by providing flexible, efficient and timely response to the needs of the department.  Works effectively and interacts independently with internal and external sources to solve problems.
• Performs other duties as assigned.