Job Requisition:
JR101398 Executive Assistant to the Dean's Office MSOB (Open)
Job Posting Title:
Executive Assistant to the Dean's Office MSOB
Department:
CC00141 WM001 | PROV | Business - Deans Office
Job Family:
Staff - Program Management
Worker Sub-Type:
Regular (benefited)
Job Requisition Primary Location:
Miller Hall
Primary Job Posting Location:
Miller Hall
Job Description Summary:
The Executive Assistant to the Dean's Office at the Mason School of Business (MSOB) provides executive level professional administrative support in a high-visibility, fast-paced environment as part of the William & Mary community.
Reporting to the Assistant Director of MSOB Administration, the Executive Assistant (EA) ensures smooth operations of the Dean's Office through expert-level support in scheduling, workflow coordination, document preparation, project tracking, communications, and faculty processes. The EA works under limited supervision, anticipating needs and resolving routine matters independently.
Job Description:
The Executive Assistant to the Dean's Office at the Mason School of Business (MSOB) provides executive level professional administrative support in a high-visibility, fast-paced environment as part of the William & Mary community.
Reporting to the Assistant Director of MSOB Administration, the Executive Assistant (EA) ensures smooth operations of the Dean's Office through expert-level support in scheduling, workflow coordination, document preparation, project tracking, communications, and faculty processes. The EA works under limited supervision, anticipating needs and resolving routine matters independently.
Required Qualifications: Please make sure your cover letter or resume clearly indicates how you meet the following required qualifications:
* High School diploma or equivalent combination of education, experience, and training.
* Exceptional communication, organizational, and interpersonal skills.
* Proficiency in Microsoft Outlook, Word, Excel, and web-based systems.
* Strong critical thinking, problem-solving, and multitasking abilities.
* Ability to maintain confidentiality and handle sensitive matters.
* Experience providing administrative support and maintaining records.
Preferred Qualifications: Please make sure your cover letter or resume clearly indicates whether you meet any of the preferred qualifications:
* Associate's or Bachelor's degree in a related field.
* Experience in higher education administration.
* Experience supporting executives and managing confidential information.
* Experience developing workflow processes or SOPs.
Conditions of Employment:
This is a non-exempt position, which may be eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may require additional hours beyond the typical 40-hour work week, to include occasional evening, night and weekend work, and/or overnight travel, as needed to meet the business needs of the operation.
This position is public-facing and therefore only eligible for remote work during times of the year when office demands are at the lowest. Remote work scheduling will be determined by the administration of the Mason School of Business.
* For full consideration, please upload a Cover Letter, Resume/ CV, and list of 3 professional references by the review date.
* This position is not eligible for work visa sponsorship.
Posting Range: up $65,000 commensurate with experience
Additional Job Description:
Duties:
40%- Executive Support for the Dean & Leadership:
* Manage complex calendars, schedule meetings, and coordinate logistics for the Dean and key leadership members.
* Prepare agendas, briefing packets, talking points, and meeting materials for the Dean and key leadership members.
* Anticipate needs for upcoming meetings and ensure thorough preparation.
* Draft, proofread, and edit correspondence, presentations, and remarks.
* Attend select meetings to record minutes, track decisions, and follow action items.
* Coordinate logistics for stakeholder meetings, leadership gatherings, and high-profile visits.
* Make travel arrangements and complete travel-related documentation.
* Provide general executive administrative support as assigned.
30%- Office Workflow, Operations & Records Management:
* Serve as the first point of contact for visitors, phone calls, and email inquiries.
* Maintain accurate office records, shared drives, and digital filing systems.
* Process mail, manage supply inventory, and handle procurement tasks.
* Track office expenses and prepare budget updates.
* Develop and maintain SOPs, forms, and templates.
* Manage the Dean's Office calendar of key campus, Mason, Advancement, Foundation events and recurring workflow cycles.
* Use task/project management tools to coordinate workflow.
10%- Project Support & Initiative Tracking:
* Track progress on leadership initiatives and strategic projects.
* Prepare project status reports and maintain project plans.
* Conduct preliminary research and compile supporting data.
* Assist in preparing dashboard inputs, reports, and summaries.
* Ensure timely follow-up on deliverables from meetings and committees.
10%- Faculty Processes:
* Assist with preparation and submission of faculty promotion and tenure materials.
* Coordinate faculty submissions for Provost/President/Board of Visitors review.
* Provide administrative support for faculty award nominations.
* Support Faculty Tenure Review Committee logistics and materials.
* Maintain faculty timelines, records, lists, and related databases.
5%- Budget & Financial Coordination:
* Track expenditures and prepare budget summaries.
* Process reimbursements, vendor payments, SPCC cards and procurement requests.
* Support financial administration related to travel, foundation, or advancement functions.
* Maintain documentation for compliance and audit readiness.
5%- Other:
* Other duties as assigned.
Job Profile:
JP0292 - General Administrative Supervisor I/Coordinator I - Nonexempt - Salary - S09
Qualifications:
Compensation Grade:
S09
Recruiting Start Date:
Review Date:
Position Restrictions:
EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://
Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor's ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.