Executive Assistant, School of Professional Studies

Job Description Summary

The Executive Assistant is a trusted, creative and detail‑oriented professional who provides comprehensive administrative support to the Dean and the team of the rapidly growing School of Professional Studies (SPS). This position provides executive, administrative, logistical, and project support to the Dean by managing schedules, travel plans, and correspondence to ensure optimal allocation of time, effective and timely communications, and robust preparedness for meetings and events.

The role also involves planning and coordinating team and committee meetings and school-wide events. The Executive Assistant handles a range of complex and/or confidential administrative projects, demonstrating discretion and independent judgment. The Executive Assistant is a planful problem solver who proactively anticipates needs and opportunities, ensures high levels of accuracy, and contributes to the seamless execution of administrative functions.

• Strategic Calendar Management:
  Effectively manages the calendar and travel plans/logistics for the Dean, independently triages and resolves routine challenges, and provides proactive meeting preparation/organization to optimize the Dean’s time, presence and involvement in meetings, events and other initiatives.
• Institutional Memory and Systems:
  Documents the annual cycle of events, regular meetings and other scheduling needs related to the Dean’s work to proactively anticipate and support the Dean’s preparations. Documents, refines and develops new office procedures and systems to ensure productive and efficient administrative operations as the school expands.
• Primary Point of Contact:
  Serves as the primary administrative liaison for the Dean with internal and external stakeholders; managing communication/correspondence and supporting issue resolution through research and collaboration with SPS teammates.
• Meeting Lifecycle Coordination:
  Directs the annual cycle of regular leadership and team meetings, as well as retreats and other school-wide events (e.g., annual multi‑day Wake
  360 event); responsible for the end‑to‑end management of these events, including scheduling, communicating with participants, drafting agendas, coordinating pre‑read materials, planning and executing logistics, ensuring clear follow‑up on action items, and anticipating changes.
• Special Projects:
  Supports SPS administrative functions (e.g., school‑wide HR, facility operations, IT support, etc.) by completing special projects and routine tasks, and tracking progress for productive and efficient operations.
• Remote Campus Liaison and Visitor Management:
  Serves as the primary point of contact for university teammates and external partners; manages all visit logistics, including creating itineraries, arranging facility access, assisting with event planning and coordination, providing a professional greeting that reflects the school’s culture, and providing referrals to appropriate teammates.
• Research and Communications:
  Conduct primary and secondary research and analysis on specific issues to help prepare reports of a sensitive and confidential nature.
• Operational Transition and Growth:
  Acts as an operational anchor during periods of growth and structural change to ensure administrative continuity as the school scales in headcount, physical footprint, and operational complexity.

• Bachelor’s degree plus at least five years of experience providing executive‑level administrative support, or equivalent combination of education and experience.
• Well‑organized, with strong attention to details and a focus on keeping tasks moving forward with high accuracy and efficiency.
• Strong agility and adaptability in responding to changing priorities within a rapidly evolving and growing organization.
• Comprehensive knowledge of office management best practices.
• Demonstrated proficiency in using cloud‑based office tools, including Microsoft Office, Google platforms, and other relevant software, plus operation of standard office equipment.
• Strong professional communicator with strong interpersonal skills; able to deliver information clearly…