Executive Administrative Assistant
Executive Administrative Assistant
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Salary Not Disclosed
1 Vacancy
Job Description
Administrative Spec II
Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.
The Executive Administrative Assistant provides highlevel administrative support to the Associate Dean for Personnel Affairs & Community Engagement including managing calendars travel communications and special projects. This role also supports faculty recruitment HR processes payroll and compliance tracking. The position requires strong organizational skills attention to detail and the ability to manage multiple priorities with minimal supervision. Acting as a key point of contact the Executive Administrative Assistant communicates with internal and external stakeholders on behalf of the Associate Dean. The ideal candidate is proactive professional and experienced in supporting senior leadership in a fastpaced environment.
Executive Administrative Support
- Provides highlevel administrative and strategic support to the associate dean including complex calendar management confidential correspondence preparation of highimpact presentations and meeting briefings.
- Serves as a liaison and provides triage evaluating and prioritizing requests for information identifying urgent matters and ensuring timely execution of followups on behalf of the associate dean.
- Oversees daily operations of the associate deans office ensuring seamless coordination of communications meetings and document preparation including detailed meeting minutes and sensitive correspondence.
- Provides comprehensive coordination and administrative support for faculty recruitment processes managing timelines documentation and communications from initiation through final onboarding.
- Develops highquality executivelevel presentations reports and materials to support internal and external meetings retreats and strategic planning sessions.
- Coordinates logistics for meetings and events including room reservations A/V equipment catering and material preparation ensuring all elements are in place for successful execution.
- Monitors and maintains office supply inventory placing costeffective orders and proactively anticipating needs.
- Manages or contributes to special projects and initiatives in support of the Deans Office demonstrating flexibility discretion and a solutionsoriented approach.
- Anticipates the evolving needs of the associate dean proactively identifying ways to enhance efficiency and effectiveness.
- Independently manages all domestic and international travel logistics for the Associate Dean including itinerary planning registration for conferences/meetings and timely processing of travel authorizations reimbursements and expense reports.
HR Recruitment & Onboarding
- Serves as a subjectmatter expert and primary point of contact for all aspects of faculty and staff recruitment within the Lastinger Center (LC) including position postings interview processes veterans preference rules international hires and compliance requirements.
- Guides search committees and hiring authorities on recruitment strategies best practices and compliance timelines ensuring successful execution of hires aligned with institutional and HR policy.
- Coordinates advertisement placements and facilitates candidate communication and documentation throughout the recruitment cycle.
Payroll & Time & Labor Oversight
- Oversees biweekly payroll and time/labor processes for all LC associates ensuring accuracy and compliance with University and departmental standards.
- Reviews payroll reports and timesheets resolves discrepancies and submits necessary corrections in collaboration with central HR and payroll teams.
- Manages compliance with time and labor reporting requirements ensuring timely approvals and proactive issue resolution.
HR Administration & Compliance
- Acts as Level 1 reviewer for HR transactions including reclassifications special pay increases (SPIs) FTE changes administrative supplements and position updates.
- Reviews and processes sensitive HR documents such as nepotism disclosures outside activity forms FMLA documentation and terminations ensuring compliance with institutional policy.
- Tracks deadlines and renewals for mandatory forms and approvals ensuring timely submission and escalation when needed.
Training & Outside Activity Monitoring
- Monitors compliance with mandatory training across all personnel types; compiles and analyzes quarterly compliance reports and flags trends or gaps to leadership.
Other duties as needed to support the associate dean and college
Salary is commensurate with background and experience.
Bachelors degree and three years of relevant experience; or an equivalent combination of education and experience.
- Strong Communication and Interpersonal Skills
- Ability to work independently with significant selfmotivation
- Attention to detail
- Customer service experience
- Advanced computer skills specifically with MS Office Suite Dropbox Google Suite Qualtrics and DocuSign.
- Experience with WordPress and other webbased packages
- Previous Human Resources experience
- Familiarity with institutions of higher education
In order to be considered you must upload your cover letter and resume.
Application must be submitted by 11:55 p.m. (ET) of the posting end date.
Employment Type
Full-Time
