Job Description

The Opportunity

Embry-Riddle Aeronautical University is seeking a highly organized proactive and professional Senior Administrative Assistant to the Dean to serve as the operational backbone of the Office of the Dean within the David B. OMaley College of Business at our beautiful Daytona Beach Florida Campus. This is a high-impact role that requires exceptional communication leadership and organizational skills to support senior leadership and advance the Colleges mission.

Position Overview

The Senior Administrative Assistant serves as the general office manager for the Office of the Dean providing high-level support to the dean associate deans directors and program coordinators. As a key point of contact for the College of Business this role interacts with a wide range of internal and external stakeholders including industry partners students and their families alumni faculty and campus leadership.

This position plays a critical role in fostering an environment where students staff and faculty can succeed. It carries significant responsibility and requires strong leadership organizational and team-building capabilities.

Key Responsibilities:

Communication

• Serve as primary liaison on behalf of the dean to the Business Leadership Board provosts office campus partners alumni students and external stakeholders
• Manage incoming communications including phone calls and email correspondence
• Prepare and distribute professional communications and materials

Scheduling & Coordination

• Manage complex calendars for the dean and associate deans
• Schedule meetings coordinate appointments and prepare agendas
• Arrange travel and logistics for leadership and campus visitors
• Coordinate leadership meetings all-hands meetings and special events

Organization & Data Management

• Maintain filing systems (electronic and physical) records and contact databases
• Manage faculty CVs evaluations board bios and operational documentation
• Support strategic planning efforts by tracking data KPIs and metrics
• Compile and maintain centralized data resources for leadership access

Budgeting & Financial Administration

• Prepare and submit expense reports cost center verifications and p-card reconciliations
• Coordinate purchasing and capital needs with associate deans
• Ensure compliance with university financial policies in collaboration with budget officers

Event Coordination

• Plan coordinate and attend college events
• Prepare agendas materials and meeting minutes

Supplies & Equipment

• Maintain office equipment and ensure operational readiness
• Order office supplies food and promotional materials

Contracts Administration

• Assist with contract processing including gathering documentation and obtaining approvals

Additional Responsibilities

• Support departmental administrative assistants across the College
• Hire train and supervise student employees (undergraduate and graduate)
• Oversee timekeeping and supervise approximately 10 student workers

Work Environment & Schedule

• Standard business hours with occasional evenings and weekends required
• Event support includes Campus Showcase Family Weekend Open House Etiquette Banquet Awards Banquet and other college programs

Embry-Riddle: Celebrating 100 Years of Leadership in Aviation and Aerospace

As Embry-Riddle Aeronautical University marks its Centennial we proudly celebrate 100 years of advancing the future of flight and aerospace education. With vibrant residential campuses in Daytona Beach FL and Prescott AZ and a Worldwide network spanning nearly 120 global locations Embry-Riddle stands as the worlds largest aviation and aerospace university.

For a century we have led innovation in STEM education serving more than 30000 students around the globe. Our cutting-edge programs in Applied Science Aviation Business Technology Engineering Safety Security and Space empower the next generation of leaders to shape the future of flight exploration and discovery.

As we launch our next century we remain committed to excellence innovation and preparing graduates who will transform industries and redefine what is possible.

Click here to take a virtual tour of the Daytona Beach Campus!

Perks Await You at Embry-Riddle!

• Generous Time Off: Enjoy 9 paid holidays including the day after Thanksgiving and the week between Christmas Eve and New Years Day.
• Tuition Coverage: Get 100% tuition coverage for yourself for one undergraduate and one graduate degree and discounted rates for your spouse and dependent children up to age 26.
• Retirement Contributions: ERAU contributes 6% of your base salary to your retirement plan and offers a 4% matching contribution with no vesting period.
• Personal Leave: Relax with 12 days of personal leave for non-exempt employees or 18 days for exempt full-time employees in your first year.

Qualifications

Required Education and Qualifications:

• Associates degree (or 18 month post-secondary program) in Business Communications or related field
• 510 years of relevant administrative experience
• Advanced proficiency in Microsoft Office Suite (Excel Word PowerPoint Outlook Access) and general information systems
• Strong analytical organizational and multitasking abilities
• Excellent written and verbal communication skills
• Demonstrated professionalism attention to detail and customer service orientation
• Proven problem-solving and decision-making capabilities in a fast-paced environment

Preferred Qualifications

• Bachelors degree
• Experience supporting senior leadership in a fast-paced administrative environment

Application process/requirements

Review of applications will begin immediately and will continue until the position is filled.

To submit your application for this opportunity please visit the Embry-Riddle Career Site and search for requisition number R311433. Please attach all relevant materials to your application when you apply online. Complete submissions include:

• Cover letter

• Resume

• Contact information for at least three professional references (please note that references may be contacted as part of the interview/screening process)

• As part of our interview process candidates will be asked to complete a brief skills assessment. This exercise is designed to provide a practical opportunity to demonstrate your abilities relevant to the role and give us a better understanding of your approach to real-world tasks. Additional details will be shared with candidates who progress to this stage.

Current Embry-Riddle employees: Please apply directly through the ERAU Employee Hub Central application within Workday.

Embry-Riddle is committed to fostering a workplace where all individuals are valued and respected. We strive to ensure that all faculty staff and students are treated fairly and provided equal opportunities for employment advancement compensation training and other benefits of employment. Embry-Riddle makes employment decisions including hiring promotions compensation and other terms of employment based on individual merit qualifications and abilities. Embry Riddle is strongly opposed to discrimination and harassment and such behavior is prohibited by university policy. Embry Riddle does not discriminate on the basis of race color national origin sex disability veteran status predisposing genetic characteristics age religion or pregnancy status or any other status protected by federal state or local law in its employment educational programs admissions policies financial aid or other school-administered programs or activities. For further information please visit our website.

Embry-Riddle is not seeking assistance from staffing or recruitment agencies. All agencies are directed to contact and should not reach out to hiring managers or staff.