Executive Administrative Assistant

Position Title:
Executive Administrative Assistant

Job Group:
Professional & Scientific

Required Minimum Qualifications:
Bachelor’s degree and 3 years of related experience

Preferred Qualifications:
• Administrative experience in higher education
• Experience with calendar management and arranging travel
• Experience preparing reports and written correspondence
• Prior experience working with confidential information
• Supervisory experience

Job Description:

Summary

The College of Liberal Arts and Sciences at Iowa State University is seeking applications for an Executive Assistant to the Dean. This position will act as the liaison between the Dean's Office and the President's office, the Provost's office, other Deans, Directors, Department Chairs, support staff, industry, government, other institutions, alumni, and the public. Liaison responsibilities may include sensitive, confidential, and high-profile matters. This position must be able to deal with confidential subject matter and/or personnel matters, responding to questions, and interpreting policies and procedures. The Executive Assistant will support the Dean by tracking, prioritizing, and managing the Dean's workflow; respond to requests and inquiries on behalf of the Dean; resolve varied problems and situations; brief the Dean regularly on deadlines; prepare for meetings; manage all scheduling for the Dean; screen and direct all incoming communications; provide all travel arrangements; and manage selected office personnel. This position will also prepare and/or work on special reports as designated by the Dean, gather, and summarize necessary data for reports, analyze the information and provide the Dean with recommendations on the situation/information. 

Individuals must be self-motivated and able to function independently and assume initiative for carrying out policies and procedures consistent with the college and the university. Must be able to carry out responsibilities with limited supervision and have the ability prioritize work assignments, projects, and meetings/correspondence commitments. Strong organizational, management and communication skills (both oral and written interpersonal communications). Attentive to details. Maintain confidentiality. Ability to work under pressure with a variety of people and circumstances and consistently project a friendly and professional demeanor.

Example of Duties
• Performs non-routine and varied administrative and secretarial duties.
• Manages, coordinates, schedules, and maintains calendar or program activities.
• Prioritizes and responds to requests for meetings.
• Plans agenda and arranges travel.
• Acts as a liaison with internal and external groups.
• Compiles data, statistics, and other information and materials for meetings.
• Composes correspondence.
• Plans events and performs special projects.
• Takes on project work on behalf of a senior administrator or division.
• May act on behalf of a senior administrator or division.
Level Guidelines
• Intermediate-level position with solid professional and/or technical skills working under general supervision to achieve goals
• Applies broad, working knowledge of the principles of the field to moderately complex, difficult, and varied problems and issues
• Exercises judgment within defined procedures and practices to determine appropriate action and resolve problems
• Responds to a broad range of inquiries and requests
• May provide training and/or direction to lower-level staff
• May lead projects of moderate scope and complexity
• Provides guidance to students

Appointment Type:
Regular

Number of Months Employed Per Year:
12 Month Work Period

Time Type:
Full time

Pay Grade:
PS808

Application Instructions:

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:
1) Resume/Curriculum Vitae
2) Letter of Application/Cover Letter
If you have questions regarding this application process, please email [email protected] or call 515-294-4800 or Toll Free: 1-877-477-7485.
Why Choose ISU?
Our Iowa State Employees enjoy comprehensive health and work life benefits, including medical and dental; as well as:
• Retirement benefits including defined benefit and defined contribution plans
• Generous vacation, holiday and sick time and leave plans
• Onsite childcare (Ames, Iowa)
• Life insurance and long-term disability
• Flexible Spending Accounts
• Various voluntary benefits and discounts
• Employee Assistance Program
• Wellbeing program
• This job may also be eligible for flexible work schedules and flexible workplace options that may include flexible working hours and a hybrid working environment.

Original Posting Date:
April 3, 2024

Posting Close Date:
April 17, 2024

Job Requisition Number:
R14304