Executive Assistant

Executive Level Administrative Support:

• Manages and prioritizes the Dean’s day-to-day activities and complex calendar, including appointments, meetings, external engagements, speaking commitments, dining arrangements, and room reservations while proactively protecting the Dean's time for strategic priorities.
• Ensures timely transitions between meetings and events and monitors RSVP responses to ensure alignment with library and university priorities.
• Manages Senior Associate Dean and Associate Deans day-to-day activities and complex calendars
• Arrange numerous meetings for library, campus administration, university and local entities; answer and screen phone calls; schedule conference calls; greet visitors to the administrative suite and coordinate office coverage. 
• Manages communications on behalf of the Dean by drafting, reviewing, and distributing routine and confidential correspondence, emails, reports, and other materials using discretion and independent judgment.
• Screens, triages, resolves, redirects, and responds to communications on behalf of the Dean as appropriate.
• Serves as the primary liaison between the Dean and internal and external stakeholders, including university leadership, faculty, staff, students, alumni, donors, community partners, and professional organizations.
• Anticipates administrative and operational needs, identifies priorities, and proactively addresses issues before executive intervention is required.
• Conducts research and gathers information on confidential, sensitive, and strategic matters; prepares reports, presentations, briefing materials, talking points, background documents, and decision-support materials for executive meetings and engagements.
• Attends meetings as requested and prepares agendas, minutes, action items, briefing materials, and follow-up communications.
• Handles complex inquiries, issues, and confidential matters with professionalism, sound judgment, and discretion.
• Serves as a resource regarding university and library policies, procedures, and administrative practices.

Executive Level Travel Support:

• Coordinates & manages all travel arrangements and logistics for the Dean, Senior Associate & Associate Deans including airfare, lodging, transportation, registrations, itineraries, vendor coordinator, travel documentation, reimbursements, and expense reporting while ensuring compliance with university policies. 
• Anticipates travel needs and proactively resolves issues related to scheduling, reservations & reimbursements 
• Prepare organized folio for each trip containing all registration and confirmation numbers as well as complete agendas for each trip for Dean.
• Coordinate travel arrangements for library guests and candidates selected for on-campus interviews, including flight arrangements, hotel arrangements, parking, lunch/dinner arrangements for interviewee including prepared & process expense reports as needed

Operational, Event and Special Project Coordination

• Serves as the primary point of contact for library administrative events, receptions, retreats, meetings, and special programs.
• Coordinates event logistics including scheduling, facilities, catering, technology support, registration, vendor communication, budget tracking, and attendee communications.
• Partners with campus units, external organizations, and vendors to ensure successful event planning and execution.
• Exercises delegated authority, in consultation with library leadership, to approve, modify, reschedule, or decline event-related requests based on operational priorities and resource availability.
• Coordinates TDX proposals for catering for internal programming & events with the event organizer
• Works with Libraries Facilities Manager and event stakeholders to ensure adequate space, staffing, technology, and logistical support are available for all events.
• Creates and maintains libraries administration on SharePoint site, including updating SharePoint events calendar; Creates and maintains Libraries Teams site for Libraries HR and Administration; annually makes calls for standing library committees & updates standing committees
• Manages and maintains lists for all-library staff, library faculty, library training, and library bulletin board listservs.
• Maintains web presence for Library Administration (and Hodges Society as needed) & updates libraries organizational charts
• Assists with Student Library Advisory Committee 
• Maintains Speaking Volumes email list - ARL, SEC Deans, Campus leadership (Chancellor & cabinet, Provost & leadership team, Deans)
• Serves as the Parking representative and acquires orange dots for the library
• Manage office supply inventory and order supplies as needed
• Serves as back up for search support: schedules interviews for all faculty & staff searches; schedules reference calls; assists with interview schedules 
• Assists with hiring, training, scheduling, onboarding, and co-supervision of student library assistants to ensure effective office operations and customer service coverage.
• Completes 1 – 3 hours of professional development per month.
• Other duties as assigned

The Administration and HR Office must be covered from 8:00am - 5:00pm, Monday - Friday.