Executive Assistant

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

Executive Assistant to the Dean of Smeal College of Business

The Office of the Dean in the Smeal College of Business is seeking candidates for the position of Executive Assistant. The successful candidate will provide comprehensive administrative support to the Dean, ensuring smooth operations of the Dean's office within a dynamic, complex, and fast- paced academic environment. This role involves managing a variety of high-level, confidential, and sensitive activities on behalf of the Dean and serves as a pivotal point of contact between the Dean and various stakeholders, including trustees, donors, alumni, business executives, and university officials. The holder of the position is responsible for the operational and administrative functions of the Smeal Board of Visitors, a 40+-member advisory board whose primary function is providing counsel to the Dean. The Executive Assistant also supports Smeal's accreditation and strategic planning processes. The Executive Assistant must present a highly polished and professional image in all interactions. This position requires a highly motivated individual with meticulous attention to detail and excellent organizational, communication and collaboration skills who can be a trusted partner to the Dean. The Executive Assistant must be highly reliable, maintain strict confidentiality, demonstrate initiative in problem-solving, and assist the Dean in navigating and accomplishing his goals and priorities for the college.

Key responsibilities:

• Calendar and time management: Coordinate and manage the Dean's calendar, including scheduling appointments, meetings, and travel arrangements, with good judgment and strong attention to detail.

• Communication: review and manage correspondence, coordinate, draft, review and disseminate on behalf of the Dean.

• Employee Supervision: Supervise an administrative assistant who supports the Dean.

• Meeting Coordination: organize, attend, and document meetings, workshops, and events, including preparing agendas, background materials, and follow-up tasks, ensuring the Dean is well prepared.

• Project Management: Coordinate and track the progress of special projects and initiatives led or overseen by the Dean and ensure that tasks are completed on time.

• Budget Oversight: Assist in the preparation, monitoring, and reconciliation of the Dean's expenses, with appropriate documentation and in accordance with required policies and procedures.

• Confidential Matters: Manage and maintain confidential information and documents, ensuring discretion and privacy as required.

• Event Planning: Coordinate special events, receptions, and other functions related to the Dean's office, ensuring all details are meticulously managed.

• Research, Reporting and Presentations: Compile data, conduct research, and prepare reports or presentations as directed by the Dean.

• Minutes Preparation: Take and prepare minutes for the College's executive committee meetings, Board meetings, and faculty meetings.

• Host: Provide hospitality to all Dean's Office guests and help foster a welcoming environment.

Required Skills:

• Exceptional interpersonal and communication skills, oral and written, including editing and proofreading. Excellent use of grammar, punctuation, and spelling.

• Meticulous attention to detail and precision in all tasks performed.

• Excellent proficiency with standard office equipment and software (i.e., Excel, Word, PowerPoint, Outlook, Adobe)

• Ability to work autonomously, without specific instructions or prescribed procedures, and with delegated authority to exercise discretion and judgment regarding matters of significance.

• Excellent planning and organizational skills and demonstrated project management skills.

• Ability to research, gather and analyze data, compile, and synthesize information and draft suggested correspondence, presentations, and reports.

• Excellent time management skills and the ability to work well under pressure while handling multiple, shifting, and competing priorities.

• Ability to anticipate the needs of assigned principals and use discretion and sound judgment in independent decision-making.

• Ability to work with stakeholders at all levels of the university - both internal and external

• Demonstrated ability to perform duties with professionalism, flexibility, discretion, judgment, diplomacy, and tact.

Qualifications:

Minimum requirements include a bachelor's degree or higher plus six years of related experience, or an equivalent combination of education and experience. Previous experience in higher education is preferred.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, and inclusion in all of its forms. We embrace individual uniqueness, foster a culture of inclusive excellence that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity, and engage all individuals to help them thrive. We value inclusive excellence as a core strength and an essential element of our public service mission.

The salary range for this position, including all possible grades is:

Salary Structure - additional information on Penn State's job and salary structure.

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