Upwork has partnered with a higher education enterprise client, a research university, and has been regarded as one of the top universities.
They are looking for a highly organized Executive Assistant to provide comprehensive support for the dean’s office and faculty members and contribute to the efficient operation of the academic environment.
Calendar Management:
﹘Coordinate and manage complex calendars for faculty members, ensuring efficient scheduling of meetings, appointments, and academic commitments.
﹘Prioritize and communicate schedule changes in a timely manner.
Travel Arrangements:
﹘Facilitate travel logistics for faculty members, including booking flights, accommodations, and ground transportation.
﹘Prepare detailed itineraries and coordinate with relevant stakeholders to ensure smooth travel experiences.
Office Reception and Management:
﹘Serve as the first point of contact for faculty and visitors, providing a welcoming and professional reception experience.
﹘Manage office supplies, equipment, and ensure a tidy and organized workspace.
Event Support:
﹘Assist in planning and organizing academic events, conferences, and meetings.
﹘Coordinate logistics, manage RSVPs, and provide on-site support during events.
Purchase Order Preparation:
﹘Prepare and process purchase orders, ensuring accuracy and compliance with institutional policies.
﹘Collaborate with vendors and internal departments to facilitate procurement processes.
Special Projects:
- Provides administrative support for staff recruitments and special events in the dean’s office (scheduling interviews, and coordinating calendars for Dean’s Office initiatives and staff recruitments.)
- Other duties as assigned by the Dean, Assistant Deans, Associate Deans, and/or members of the College leadership team.
- Bachelor's degree preferred.
- Proven experience as an Executive Assistant or in a similar role.
- Exceptional organizational and multitasking abilities.
- Strong interpersonal and communication skills.
- Proficient in calendar management tools and Microsoft Office Suite.
- Ability to maintain confidentiality and handle sensitive information.
- Previous experience in higher education settings is a plus.