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Urgent! Executive Assistant to the Dean Job Opening In Fort Collins – Now Hiring Colorado State University

Executive Assistant to the Dean



Job description

The Executive Assistant to the Dean is a high level, high performing role that provides exceptional administrative support, anticipates needs, leads projects, coordinates action across the college, and ensures seamless operations in a face-paced, dynamic environment.

This full-time, 12-month Administrative Professional position reports directly to the Dean.

The Executive Assistant is responsible for the Deans Office operations and works closely with the Associate Deans, Department Chairs, and Unit Directors in the College of Business to successfully execute projects emanating from the Deans office.

This position provides executive assistance, including complex scheduling, travel and meeting arrangements, expense reimbursements, purchasing, and event planning.

The Executive Assistant to the Dean is also instrumental in ensuring the College meets deadlines and coordinates large projects.The position requires a highly capable Executive Assistant who exercises independent judgment in applying policies and identifying practical solutions.

This role requires anticipating Deans needs and providing comprehensive support to enhance their effectiveness and success.

The ideal candidate will demonstrate exceptional attention to detail, strong planning and organizational skills, a proactive mindset, and a commitment to excellent customer service to manage daily responsibilities effectively.

This role also requires the ability to lead and manage others who are involved in college-level projects.

Because of the access to sensitive information and interactions with senior executives, the candidate will demonstrate a high-level of integrity, professionalism, and interpersonal skills.This position is in-person and may have occasional opportunities for remote work, as approved by the Dean.


The successful candidate must be legally authorized to work in the United States by the proposed start date; the College of Business will not provide visa sponsorship for this position now or in the future.

Required Job Qualifications

  • Bachelors degree

  • 5 or more years of relevant work experience, including:
    supporting leaders,
    substantial experience in managing administrative responsibilities for executives,
    anticipating needs and providing comprehensive support to drive the executives effectiveness and success,
    complex scheduling, travel, and meeting arrangements for executives, and
    maintaining a high level of confidentiality and discretion.


  • Evidence of strong customer-service orientation, interpersonal skills, and professionalism

  • Experience with project planning and execution

  • Demonstrated autonomous, proactive problem-solving skills and experience anticipating needs

  • Demonstrated exceptional detail orientation and organizational skills

  • Demonstrated ability to handle multiple tasks and prioritize projects efficiently and effectively

  • Proven excellence in written and verbal communication

  • Demonstrated proficiency in Microsoft Office Suite and demonstrated adeptness at learning new technology and software

  • Demonstrated ability to learn quickly

  • Willingness and ability to work occasional evenings and weekends

  • The successful candidate must be legally authorized to work in the United States by the proposed start date; the College of Business will not provide visa sponsorship for this position now or in the future.
  • Preferred Job Qualifications
  • Demonstrated advanced proficiency with Microsoft Office Suite, specifically PowerPoint, Outlook, and Outlook Calendar

  • Project management experience

  • Relevant higher education work experience is highly preferred

  • Bachelors degree or advanced degree in business administration, public relations, legal studies, or other relevant field
  • Essential Duties Job Duty Category Executive Administrative Support Duty/Responsibility
  • Provide executive-level support to the Dean and oversee day-to-day operations in the Deans office.

  • Support and coordinate the management of projects, proactively ensuring the Dean has the necessary resources and information to achieve success.

    Anticipate needs and provide comprehensive support to drive the Deans effectiveness and success.

  • Manage high volume, detailed, and complex calendar and scheduling coordination.

  • Complete calendaring and scheduling for the Associate Deans, as needed.

  • Coordinate meeting agendas and itineraries with the Dean and Associate Deans.

  • Complete office administrative tasks such as arranging and booking travel, purchasing items, document filing and retention.

  • Serve as the first point of contact in the Deans Office.

    Welcome visitors by greeting them and answering inquiries; timely and professional correspondence in addressing emails and calls.


  • When appropriate or requested, draft initial email content with a tone that is reflective of the Deans voice for review and disseminate email information to college faculty, staff, and students.

  • Manage day-to-day situations involving students, faculty and staff and make decisions as authorized by the Dean.

  • Coordinate with the Deans, Chairs, or Directors as needed, and provide relevant supporting documentation and recommendations.

  • Manage administrative deliverables to the Provosts Office such as faculty evaluation submissions, annual role and responsibility submissions, sabbatical leave, and tenure and promotion.

  • Manage the deliverables of faculty tenure and promotion (P&T) administrative submissions to the Provosts Office including faculty dossiers, mid-term reviews (progress toward tenure), and post-tenure evaluations.

  • Serve as the Search Support member of hiring committees and coordinate complex academic hiring processes.

  • Responsible for Executive Committee and Administrative Committee logistics, agenda topics, follow-up, and guest management.

  • Compile and organize reference materials and documents in preparation for key meetings and compile information necessary to complete a variety of annual reports required by the university.

  • Maintain well-organized document and information archive systems that are intuitive and allow for easily retrievable materials.

    Be able to quickly and accurately compile large amounts of documentation under tight deadlines.

  • Maintain the utmost confidentiality and discretion of Deans schedule, correspondence, activities, and any confidential information.

  • Work as a proactive problem solver and act with little or no direction.

    Anticipate upcoming activities, needs, or issues and efficiently provide the Dean with appropriate information.

  • Determine with little to no direction what needs to be prepared, researched, executed, followed up on, provided, or changed for the Dean or Associate Deans in preparation for meetings, tasks, or activities.

    Fully responsible for anticipating needs and providing what would be helpful to executive leadership.

  • Maintain high levels of organization and efficiency to improve Deans Office operations and reduce administrative burden.


  • Track expenses for Deans office expenditures and ensure expenses are allocated to the appropriate accounts.

  • Serve as a member of Fiscal and Administrative Support Team (FAST).

  • May supervise part-time student staff, including hiring, evaluating, coaching, and mentoring.

  • Other duties and projects, as assigned.
  • Percentage Of Time 70 Job Duty Category Project Coordination and Executive Initiatives Duty/Responsibility
  • Manage and coordinate the external relations initiatives of the Dean.

  • Gather, update, track, report, and follow up on the College of Business projects and initiatives.

    Work to ensure deadlines are met and issues are resolved.

  • Project management of AACSB reporting and completion of components needed for reaccreditation.

    Responsible for logistics related to 6-year reaccreditation reporting and site visit.

  • Project management of the Colleges annual deadlines and tasks.

    Ensure timely completion and key stakeholder engagement.

  • Lead academic department administrative staff in completing Deans Office requests.

    Co-lead regular meetings with academic administrative staff to solicit and provide feedback, offer guidance, collaborate, and ensure proper procedures are followed.
  • Percentage Of Time 25 Job Duty Category Event Planning Duty/Responsibility
  • Manage planning and logistics of the Global Leadership Council biannual board meetings, the College of Business Deans advisory council with close coordination with executive leadership.

  • Manage planning and content logistics of college level and Deans office events and meetings.

  • Coordinate external communications and manage contact lists for the Dean.

  • Compile all talking points and logistics for Deans speaking and attendance engagements.
  • Percentage Of Time 5 Application Details


    Required Skill Profession

    Secretaries And Administrative Assistants



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