Executive Administrative Assistant - Oxford College of Emory University

Discover Your Career at Emory University

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

Description

THIS POSITION IS ON THE OXFORD COLLEGE OF EMORY UNIVERSITY CAMPUS, 36 MILES EAST OF ATLANTA.

 

JOB DESCRIPTION:

• Provides administrative support to the highest level of administration within the organization, primarily consisting of board-approved or reviewed executives and central senior academic and administrative deans reporting to the Provost or Dean of the School of Medicine. Examples are limited to a Dean of a College or School, Vice President, President or Chief Executive Officer of an affiliate, etc.
• Handles meeting and conference logistics; prepares and monitors budgets and project proposals; researches and compiles information for reports and presentations, including chart and graph preparation; manages office preparations.
• Maintains calendar for one or several executives and ensures appropriate preparation for daily activities; may coordinate domestic or foreign travel arrangements.
• Reviews incoming correspondences to executive and forwards appropriately or, based on a knowledge of recipient's views, may respond for them.
• Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution.
• Assists in the administration and interpretation of policies and procedures for the organization and department.
• May supervise and schedule clerical and secretarial staff, initiates paperwork for employee transactions, and assists in investigating and resolving employee issues or concerns.
• May act as a spokesperson for departmental inquiries.
• Performs related responsibilities as required.

 

ADDITIONAL JOB DETAILS:

 

Position SummaryThe Executive Assistant to the Dean, the Senior Associate Dean of Academic Affairs and Chief of Staff serves as a trusted partner and key operational resource within the Office of the Dean at Oxford College of Emory University. This position reports to the Chief of Staff but provides high-level administrative support to both the Dean, the Senior Associate Dean of Academic Affairs and Chief of Staff, facilitating the smooth and effective functioning of the Office. The Executive Assistant works with considerable independence, exercises sound judgment, and manages sensitive and confidential matters with discretion. This role requires exceptional organizational skills, a proactive mindset, and the ability to represent the Dean’s Office with professionalism in all interactions.

Key Responsibilities

 

Executive & Calendar Management

• Manages and maintains complex calendars for the Dean, the Senior Associate Dean of Academic Affairs and Chief of Staff; anticipates scheduling conflicts and proactively resolves them to ensure optimal use of time.
• Reviews, prioritizes, and routes incoming correspondence, communications, and requests.
• Coordinates and arranges domestic and international travel, including itineraries, accommodations, transportation, conference registration and travel expense reporting.
• Prepares the Deans for daily activities, meetings, and engagements by compiling relevant background materials and briefing documents.

Meetings, Events & Logistics

• Plans and coordinates meetings, retreats, forums, and college-wide events, managing all logistical aspects including venue, catering, technology, and participant communications and promotion.
• Prepares agendas, records and distributes minutes as requested. Tracks action items to ensure timely follow-through by relevant parties.

Communication & Institutional Liaison

• Acts as a primary point of contact for the Dean’s Office, professionally representing the Office in interactions with faculty, staff, students, board members, donors, and external partners.
• Builds and maintains positive relationships across Oxford College and the broader
• Emory University community to facilitate effective communication and collaboration.
• Assists in the interpretation and administration of college policies and procedures, ensuring consistent and accurate information is communicated to stakeholders.

Research, Reporting & Special Projects

• Researches, compiles, and synthesizes information for reports, presentations, speeches, and briefings, including preparation of charts, graphs, and data visualizations.
• Monitors, prepares, and reconciles budgets and project proposals for the Office of the Dean; processes financial transactions and maintains accurate records in accordance with university policies.
• Maintains organized and up-to-date office records, filing systems, and databases.

Office Operations

• Oversees general office operations, ensuring a welcoming, organized, and well-functioning environment that reflects the standards of the Dean’s Office.
• Performs other related duties as required in support of the Dean, the Senior Associate Dean of Academic Affairs, Chief of Staff, and the broader mission of Oxford College.
• Assist with the management of the Dean’s Guest House.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in business administration, communications or a related field and three years of office administration or senior secretarial experience, or equivalent combination of experience, education, and training.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 60 accurate words per minute.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Communications, Higher Education Administration, or a related field.
• Minimum of three (3) years of progressively responsible experience in office administration, executive support, or senior-level administrative work; or an equivalent combination of education, experience, and training.
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other standard productivity and collaboration tools.
• Ability to type or keyboard a minimum of 60 accurate words per minute.
• Experience supporting senior leadership in a higher education or academic environment.
• Familiarity with Emory University systems, policies, and procedures.
• Experience with budget management, event coordination, and/or project management.
• Demonstrated ability to handle highly confidential information with discretion and professionalism.

Knowledge, Skills & Abilities

• Exceptional written and verbal communication skills, including the ability to draft professional correspondence, reports, and presentations.
• Strong interpersonal skills with a high degree of professionalism, tact, and cultural sensitivity.
• Superior organizational and time-management skills; ability to manage multiple priorities and meet deadlines in a dynamic environment.
• Sound judgment and the ability to work independently, take initiative, and problem-solve with minimal supervision.
• Commitment to the mission of Oxford College and the values of a residential liberal arts learning community

NOTE: Position tasks are generally required to be performed in-person at an Emory University location.  Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Additional Details

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

 

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at [email protected] or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.