Executive Administrative Assistant to the Dean SOE Dean's Office

Position Summary

The Executive Administrative Assistant is a key member of the SOE leadership team, responsible for managing the administrative functions of the Dean's Office. This role ensures efficient coordination of the Dean's affairs, supports strategic initiatives, and facilitates communication and operations across the School.

Essential Duties and Responsibilities

Dean's Office Management

* Oversees the development and execution of the Dean's master calendar in coordination with other support staff, anticipating conflicts and effectively negotiating competing interests.
* Manages the administration of the Dean's Office including liaising with the Assistant and Associate Deans, to ensure professional and efficient service to internal stakeholders and guests.
* Prepares the Dean for meetings and events, and where appropriate may summarize and prepare responses and track action items to ensure responsiveness and closure.
* Coordinates Dean's office projects and events, including but not limited to supporting the development of donor and partner events and recognition.
*Ensures organized and productive leadership team meetings with a lens towards raising cross-functional awareness and advancing the SOE's stated vision, mission, and stated priorities.
* Collaborates with the SOE leadership team to develop organizational systems that improve the efficiency of Dean's office.

Strategic and Operational Support

* Supports functional leaders overseeing Advancement, Alumni, Enrollment, Faculty, Staff, and Student engagement in effectively coordinating and aligning events and agendas.
* Supports and facilitates SOE procedures that require Dean's review or signature (e.g., faculty reviews, staff reviews, promotion, and tenure).
* Supports SOE business manager in handling fiscal matters related to the Dean's office (e.g., Procard transactions, purchasing).
* Coordinates (e.g., hotel reservations, air travel, registration, transfers) professional travel for the SOE Dean, Assistant Dean, and Associate Deans.
* Manage essential SOE operations such as calendars, personnel file management as well as building systems to support the implementation of SOE-wide policies and procedures.

Communications

* Coordinates or executes, where appropriate, key communications from the Dean's office (e.g., emails, communication listservs, and regular newsletters).
* Serve as a liaison between the Dean's Office and other campus departments and external partners.

Other Responsibilities

* This a full-time on-campus position.
* This position will occasionally require evening and weekend work.
* Work closely with the SOE Faculty Affairs and Business Services Coordinator and provide additional support as needed.
* Other duties as assigned.

Must have completed college and at least five years of related experience. Experience in higher education strongly preferred. Excellent communication and organizational skills are required.

Skills and Qualifications:

Project Management

* Experience managing cross-functional projects and driving stakeholder decisions.
* Ability to adapt to changing priorities and emergency situations.
* Skilled in using technical tools for reporting and communication.

Organizational Excellence

* Strong ability to work independently and manage multiple projects.
* Demonstrated judgment, discretion, and initiative in overseeing operations.

Strategic Communication

* Ability to craft effective messaging and support cohesive leadership communication.
* Skilled in identifying optimal communication cadence and channels.

Relationship Building

* Excellent interpersonal skills with tact and professionalism across diverse audiences.
* Ability to manage confidential tasks with sensitivity and discretion.

Clarity and Decision Support

* Skilled in researching and presenting complex information clearly.
* Experience creating systems that clarify organizational priorities and progress.

Collaboration and Adaptability

* Effective team member and leader of team-based initiatives.
* Comfortable in dynamic environments with rapidly shifting needs.

Entrepreneurial Mindset

* Ability to develop and sustain programs and innovations with limited information.
* Flexible and responsive to evolving priorities of the Dean and School.

N/A

Demonstrated skill in using Microsoft suite; experience in creating and maintaining databases, experience updating websites (using T4) strongly preferred

As a Jesuit, Catholic institution of higher education, we seek candidates who will contribute to our strategic plan to deliver a Transformative Education in the Jesuit tradition. To learn more about Loyola University Chicago's mission, candidates should consult our website at www.luc.edu/mission/. For information about the university's focus on transformative education, they should consult our website at www.luc.edu/transformativeed.

Founded in 1870, Loyola University Chicago is one of the nation's largest Jesuit, Catholic universities, recognized for its academic excellence, commitment to community engagement, and leadership in sustainability. A Carnegie R1 research institution, Loyola leverages its status as one of an elite group of universities with the highest level of research activity to advance knowledge that serves communities and creates global impact. With 15 schools, colleges, and institutes-including Business, Law, Medicine, Nursing, and Health Sciences-Loyola operates three primary campuses in the greater Chicago area and one in Rome, Italy, that provide students a transformative, globally connected learning experience. Consistently ranked among the nation's top universities by U.S. News & World Report, Loyola is a STARS Gold-rated institution that is ranked as one of the country's most sustainable campuses by The Princeton Review and has earned distinctions from AmeriCorps and the Carnegie Foundation for its longstanding record of service and community engagement. Guided by its Jesuit mission and commitment to caring for the whole person, Loyola educates ethical leaders who think critically, act with purpose, and strive to create a more just and sustainable world.

Loyola University Chicago strives to be an employer of choice by offering its staff and faculty a wide array of affordable, comprehensive, and competitive benefits. To view our benefits in detail, click here.

Loyola adheres to all applicable federal, state, and/or local civil rights laws and regulations prohibiting discrimination in private institutions of higher education. Please see the University's Nondiscrimination Policy.