Who is Saint Louis University? Founded in 1818, Saint Louis University is one of the nation's oldest and most prestigious Catholic universities. SLU, which also has a campus in Madrid, Spain, is recognized for world-class academics, life-changing research, compassionate health care, and a strong commitment to faith and service.
All About You Job Summary - Executive Assistant II The Dean of the School of Science and Engineering is seeking an accomplished person to serve as executive assistant, providing leadership and coordination for the administrative activities of the Office of the Dean. The Executive Assistant will be responsible for supporting the Dean in meeting the teaching, research, service missions and external relation for the School of Science and Engineering.
Under direction of the Dean of the School of Science and Engineering the executive assistant performs highly complex and diverse administrative support duties related to the school; relieves the dean and executive staff of a variety of administrative details; plans, coordinates, and organizes activities and the flow of communications for the Dean's office; ensures directives and special initiatives are carried out and handled appropriately; frequently obtains, explains, and provides information to the dean, executive leadership team, administrators, staff, faculty, and the general public related to business of assigned area. The position works under general supervision independently developing work methods and sequences. Coordinates all faculty, staff, and student college award activities, including meetings, collection of nominations and supporting documents, communication, and award ceremonies, schedules college assemblies and chair meetings.
The successful candidate must have outstanding interpersonal skills, including diplomacy, tact, and professionalism. This person must also be highly organized and detail-oriented to coordinate the dean's daily activities and manage projects, while simultaneously keeping the Dean's Office running effectively. The successful candidate will have a proven track record in providing excellent customer service, highest ethics, confidentiality, and accountability inherent in such a position.
Job Duties
Provides administrative support for the day-to-day operations of the dean's office: coordinates and monitors maintenance services; maintains and orders supplies; and serves as a liaison to departments, faculty, staff, students, and other University stakeholders.
Screens all incoming calls and emails, inquiries, visitors, and correspondence and routes them.
Trains and supervises student workers.
Builds and maintains strong relationships with key internal and external stakeholders.
Establishes and maintains highly complex record-keeping systems.
Maintains confidentiality of highly sensitive information; is adaptable to various competing demands, and demonstrates the highest level of reception, perception and response.
Manages complex office administrative work requiring the use of independent judgment and initiative.
Prioritizes conflicting needs; handles matters proactively and follows through on projects to successful completion.
Space and event planning, including coordinating special event planning and faculty recruitment visits such as itinerary development, scheduling and logistics.
Managing day-to-day administrative operations of the Dean's Office, including ensuring front office support and coverage; maintaining office supplies and equipment; receiving, screening, and routing telephone calls, visitors and mail; taking accurate messages; filing; and making copies.
Serving as the liaison to various internal and external constituencies, including screening correspondence and telephone calls and working closely with the School of Science and Engineering departments.
Keeping the dean and associate deans informed of all matters.
Managing dean, associate dean and external visitor travel, including registrations, booking and catering in compliance with university guidelines.
Performs other duties as assigned.
Qualifications (Knowledge, Skills and Abilities)
Demonstrated excellence in professional communication skills, including excellent written and oral communications.
Demonstrated excellence in superior customer service, including demonstrated ability to deal with a wide variety of people in person, on the phone or electronically.
Ability to adapt and learn new technology with minimum guidance, utilizing technology to maximum efficiency.
Proficiency in Microsoft Office, with particular expertise in MS Word, Excel and PowerPoint.
Demonstrated competence with university enterprise systems, including Banner, Workday and other relevant software and ability to learn new software and systems.
Ability to apply strong teamwork skills to the effective management of office staff.
Proven ability to attend to details and experience proofreading.
Ability to meet scheduled deadlines, organize time, projects, and details.
Ability to assess and judge sensitive situations with urgency and discretion, and to maintain confidentiality.
Strong interpersonal skills and ability to establish and maintain collaborative and effective working relationships with others.
Ability to analyze situations accurately and adopt an effective course of action.
Proven ability in working productively and constructively with a diverse and fast-paced team.
Ability to quickly catch on to the rhythm of the office and work with confident independence.
Ability to make sound decisions and offer good sense of judgment.
Knowledge of administrative and clerical procedures.
Knowledge of purchasing, accounting, and bookkeeping procedures.
Demonstrated experience in working in and fostering a diverse faculty, staff and student environment or commitment to do so.
Demonstrated ability to handle confidential matters and exercise professional discretion.
Supervisory experience, preferred.
Ability to effectively communicate dean messages with accuracy and completely.
Education and Experience
Graduation from an accredited college or university with a bachelor's degree or an equivalent and five to seven years of progressively responsible administrative/executive level support, preferably in higher education.
Applicants must upload the following items in the application:
a cover letter
a resume/curriculum vitae
Function Administrative Support/ Cross-functional Family
Scheduled Weekly Hours: 40
Saint Louis University is an equal opportunity/affirmative action employer. All qualified candidates will receive consideration for the position applied for without regard to race, color, religion, sex, age, national origin, disability, marital status, sexual orientation, military/veteran status, gender identity, or other non-merit factors. We welcome and encourage applications from minorities, women, protected veterans, and individuals with disabilities (including disabled veterans). If accommodations are needed for completing the application and/or with the interviewing process, please contact Human Resources at 314-977-5847.
