Additional Information
Position Title:
Executive Administrative Assistant
Job Group:
Professional & Scientific
Required Minimum Qualifications:
Bachelor's degree and 3 years of related experience
Job Description:
The College of Liberal Arts and Sciences at Iowa State University is seeking applications for an Executive Assistant to the Dean.
The Executive Assistant serves as a key liaison between the Dean's Office and a wide range of internal and external stakeholders, including the President's Office, Provost's Office, other deans, directors, department chairs, support staff, industry and government representatives, alumni, and the public. This role regularly manages sensitive, confidential, and high-profile matters requiring discretion, sound judgment, and professionalism.
This position provides comprehensive executive-level support to the Dean by managing and prioritizing workflow, coordinating schedules, preparing meeting materials, arranging travel, and tracking deadlines and commitments. The Executive Assistant responds to inquiries on behalf of the Dean, screens and manages communications, resolves a variety of issues, and ensures the efficient operation of the Dean's Office. The position may also supervise selected office personnel and support special projects and reports by gathering, analyzing, and summarizing information and providing recommendations to support decision-making.
The successful candidate will be highly organized, self-motivated, and able to work independently with minimal supervision. The ability to prioritize competing responsibilities, manage multiple projects simultaneously, and adapt to changing priorities is essential. Strong written and verbal communication skills, strong interpersonal skills, exceptional attention to detail, and the ability to maintain confidentiality are required.
Example of Duties
Provides high-level administrative and executive support to the Dean, exercising independent judgment, discretion, and attention to detail in managing complex and sensitive matters.
Manages and prioritizes the Dean's calendar, including scheduling meetings, events, and commitments, and coordinating requests for appointments to ensure alignment with institutional priorities.
Coordinates meeting and travel logistics, including preparing agendas, briefing materials, and related documentation to ensure the Dean is fully prepared for engagements.
Serves as a primary liaison between the Dean's Office and internal and external stakeholders, including university leadership, department chairs, faculty, staff, alumni, industry partners, government representatives, and the public.
Screens, prioritizes, and manages incoming communications (phone, email, and correspondence), ensuring timely and appropriate responses while protecting confidentiality and exercising sound judgment.
Drafts, edits, and coordinates professional correspondence, reports, presentations, and other materials on behalf of the Dean.
Gathers, compiles, analyzes, and summarizes data and information for reports, meetings, presentations, and special projects to support informed decision-making.
Plans, coordinates, and supports college events, meetings, and special initiatives.
Coordinates and facilitates responses to sensitive and confidential issues requiring the Dean's attention, providing recommendations and follow-up as needed.
Represents the Dean's Office as delegated, responding to inquiries on behalf of the Dean and ensuring alignment with college and university priorities.
Iowa State University · Ames, IA