Executive Assistant to the Dean & Director

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Job Description Summary:

Job Description:

The Executive Assistant provides executive level administrative support to the Dean & Director of William & Mary’s Batten School of Coastal & Marine Sciences & VIMS. The Dean & Director’s office is a highly-visible, fast-paced, and dynamic environment that interacts with all facets of the Batten School & VIMS, William & Mary, and external partners and stakeholders including local, state and federal political leaders, state agencies, NGOs, and industry. The position requires discretion, tact, diplomacy, attention to detail, strong interpersonal skills, sound judgment, excellent written and oral communication, and analytical and decision-making skills. The Executive Assistant often serves as the first point of contact and functions as part of a team that works proactively to support the Dean & Director and advance institutional goals, values, and initiatives. Reporting to the Chief of Staff/Assistant Director of Administration, core responsibilities of the Executive Assistant will focus on managing the Dean & Director’s calendar and travel, supporting meeting and office logistics, maintaining accurate and organized records, and processing daily workflow through the office in an effective and efficient manner. The Executive Assistant may also provide administrative support to other members of the Dean & Director’s Senior Leadership Team. The Executive Assistant will supervise the Section Administrative Coordinator, who provides administrative support to the Chairs of the Batten School & VIMS’ three research sections.

Required Qualifications

Education:

High School Diploma

Competencies:

• Aptitude for learning and using new technology and software

• Demonstrated ability to work independently and use initiative

• Organized, detail-oriented personality with demonstrated ability to manage multiple priorities in a fast-paced environment

• Excellent oral and written communication skills using various platforms

• Excellent interpersonal skills and experience working with entry and executive-level personnel inside and outside the organization

• Strong analytical and decision-making skills with the ability to filter and assimilate information from a variety of sources

Experience:

• Several years relevant and progressive administrative experience in a professional, demanding environment

• High level of experience and proficiency with Microsoft Office applications, including Teams and Outlook, and video teleconferencing programs, such as Zoom

Preferred Qualifications

Education:

Bachelor’s Degree or equivalent combination of education and experience

Experience:

• Prior experience in higher education

• Experience and proficiency with office productivity tools, such as Power Automate

Salary-up to $75,0000.00 commensurate with experience

Core Duty and Responsibilities

Executive Administrative Support for the Dean & Director – 50%

• Organize and maintain the Dean & Director’s complex and dynamic calendar and provide associated logistical support as needed, exercising discretion, judgment, and sound decision-making to ensure effective use of the Dean & Director’s time.

• Schedule meetings and facilitate meeting logistics, including agenda preparation and meeting minutes/notes

• Make all travel arrangements and prepare timely travel pre-approvals and reimbursements.

• Anticipate and prepare for the needs of the Dean & Director regarding upcoming meetings and activities

• Prepare and process correspondence. Respond to emails when appropriate/ needed and facilitate appropriate follow-up.

• Facilitate communications and disseminate information on behalf of the Dean & Director.

• Plan and support events run through the Dean & Director’s office

• Triage issues/questions and direct to appropriate offices as needed. Use independent judgment to determine when to act independently and when to refer problem/questions to supervisor.

• Provide other administrative support as requested

Process Daily Office Workflow – 30%

• Effectively and professionally communicate with a broad range of individuals internal and external to the Batten School & VIMS; answer phone and email inquiries and greet office visitors in a welcoming and professional manner; process mail

• Maintain office supplies and coordinate purchases as needed

• Maintain accurate and organized records, per guidelines and office procedures

• Maintain updated SOPs (standard operating procedures) for the office and PPDs (policy and procedure documents) for the Institute

• Track various items, such as Institutional committee lists and certain email groups

• Use the required systems and procedures to track, process, and document tasks, projects, and records

• Maintain updated and accurate information on assigned webpages

• Continually adapt processes to maximize efficiency

Administrative Support for Members of the Senior Leadership Team – 10%

• Schedule meetings and facilitate meeting logistics

• Make travel arrangements and submit travel pre-approvals and reimbursements

• Provide general administrative support as requested

Supervision and Performance Management – 5%

• Supervise and manage the Section Administrative Coordinator

Other Duties – 5%

• As a member of a team and a representative of the Dean & Director’s Office, provide support for office and institutional activities as requested

• This position will serve as the backup for the Section Administrative Coordinator and Faculty Lifecycle Manager as needed

Conditions of Employment

This position may require occasional work outside of typical business hours and/or on weekends.

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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.