Executive Assistant Job at University of Utah in Salt Lake City

Overview

The Administrative Assistant provides executive-level support to the Dean of the College of Education. The successful candidate will exercise sound judgment in various situations, demonstrate strong written and verbal communication, administrative, time-management, and organizational skills, and display high social and emotional intelligence. This position requires the ability to prioritize and manage multiple priorities and projects with attention to detail. We seek a detail-oriented self-starter with a strong work ethic and customer service mindset. The ideal candidate will have superior scheduling and organizational skills, be capable of working independently on projects from conception to completion, and thrive in a fast-paced environment where deadlines must be met and high-quality work produced under pressure. Confidentiality, discretion, and professionalism are essential in all aspects of this role.

Responsibilities

• Provides high-level executive support to the Dean and Associate Deans, exercising sound judgment and managing sensitive and confidential information with discretion.
• Oversees and leads complex projects and initiatives on behalf of college leadership, ensuring timely coordination, follow-up, and completion across multiple stakeholders.
• Manages and prioritizes complex calendars, schedules, and meeting logistics for the Dean and Associate Deans, including coordination across time zones and with internal and external partners.
• Anticipates leadership needs and proactively prepares materials, agendas, and briefings for meetings, retreats, and external engagements.
• Coordinates and supports faculty searches, executive appointments, and other high-impact administrative processes, including document tracking, travel logistics, and reimbursement processing.
• Drafts, edits, and manages communications, reports, presentations, and correspondence on behalf of the Dean and Associate Deans for both internal and external audiences.
• Coordinates travel arrangements, prepares detailed itineraries, and ensures smooth logistics for off-site meetings and events.
• Serves as a key liaison between the Dean's Office and college departments, university offices, external partners, donors, and advisory boards, ensuring smooth communication and alignment.
• Supports the planning and execution of events hosted by the Dean's Office, including logistics, hospitality, vendor coordination, and communication.
• Maintains efficient workflows for information management and task prioritization in the Dean's Office, including file organization, tracking action items, and supporting office operations.
• Supervises and supports other administrative staff as needed, helping manage workflow and providing coaching and feedback to ensure operational excellence.
• Assists with the development and implementation of college-level policies and procedures, contributing to continuous improvement and operational efficiency.
• Conducts research and analysis and prepares summaries and reports to inform leadership decision-making.
• Performs other duties as assigned in support of the Dean's Office and the mission of the College of Education.

Minimum Qualifications

Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor's degree = 4 years of directly related work experience.)

Preferred Qualifications

• Experience in roles demonstrating high-level administrative support, initiative, and independent decision-making.
• Prior experience in a higher education setting.
• Event planning and coordination experience.
• Familiarity with University policies, procedures, and systems (e.g., Concur, ePR, UBox).
• Experience managing small to mid-level projects involving multiple stakeholders.

Details

Requisition Number: PRN43099B

Full Time or Part Time? Full Time

Work Schedule Summary: 8 am to 5 pm

Department: 00161 - College of Education-Dean

Location: Campus

Pay Range: 39,300 - 60,000 USD per year

Close Date: 12/31/2025

Apply: To apply, visit https://utah.peopleadmin.com/postings/189236

Job Function

• Administrative
• Industries: Higher Education

Open to applicants in Salt Lake City, UT area. This description reflects the current job requirements and is subject to change. This posting is not a comprehensive inventory of all duties and responsibilities.