Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

Reporting directly to the Dean and working in close partnership with the Chief of Staff, the Executive Administrative Assistant provides high-level administrative and operational support to the dean and the Dean’s Office. This individual serves as a trusted partner in managing the Dean’s priorities, coordinating complex schedules, events and engagements, and ensuring the smooth operation of the Dean’s Office. The role requires exceptional judgment, discretion, and the ability to thrive in a fast-paced, high-stakes academic environment. 

KEY RESPONSIBILITIES:

• Handles meeting and conference logistics; prepares and monitors budgets and project proposals; researches and compiles information for reports and presentations, including chart and graph preparation; manages office preparations.
• Maintains calendar for one or several executives and ensures appropriate preparation for daily activities; may coordinate domestic or foreign travel arrangements.
• Reviews incoming correspondences to executive and forwards appropriately or, based on a knowledge of recipient's views, may respond for them.
• Leads meetings addressing specific operational issues and develops recommendations and action plans towards their resolution.
• Assists in the administration and interpretation of policies and procedures for the organization and department.
• May supervise and schedule clerical and secretarial staff, initiates paperwork for employee transactions, and assists in investigating and resolving employee issues or concerns.
• May act as a spokesperson for departmental inquiries.
• Performs related responsibilities as required.

ADDITIONAL JOB DETAILS:

• Proactively manage a strategic calendar for the Dean, aligning with institutional priorities and ensuring optimal time use.
• Oversee email communications for the Dean’s Office, including shared inboxes such as GBS Info, Dean’s Office, and Faculty Affairs.
• Provide administrative support to senior Dean’s Office leaders, including scheduling meetings and coordinating logistics.
• Lead planning and execution of on- and off-campus meetings and events, including venue coordination, catering, A/V support, guest management, and alignment with the Dean’s vision.
• Prepare detailed agendas, briefing materials, and follow-up documentation for Dean-level meetings and engagements.
• Facilitate faculty meeting coordination, including collection of slides, note-taking, and arranging lunch.
• Schedule faculty committee meetings and support the full faculty lifecycle including onboarding, compensation letters, and contract filing.
• Coordinate the promotion and tenure (P&T) process by preparing peer comparison tables, citation analysis, reviewer bios, and maintaining external reviewer tracking.
• Correspond with external letter writers for P&T and manage the secure delivery and receipt of confidential documents.
• Plan and manage new faculty orientation in coordination with the Faculty Affairs team.
• Ensure smooth day-to-day operations within the Dean’s Office and maintain a high-functioning, service-oriented environment.
• Serve as a liaison between the Dean’s Office and internal/external stakeholders, exercising sound judgment and discretion.
• Coordinate complex domestic and international travel through Emory’s travel systems, including preparation of briefing documents and itineraries.
• Prepare and reconcile expense reports and manage event-related finances through Emory Express or Compass.
• Collaborate with the Chief of Staff to align operational support with the Dean’s strategic goals and initiatives.
• Represent the Dean’s Office in communications and meetings with professionalism, discretion, and responsiveness.
• Respond to urgent issues outside traditional business hours as needed.

MINIMUM QUALIFICATIONS:

• Bachelor's degree in business administration, communications or a related field and three years of office administration or senior secretarial experience, or equivalent combination of experience, education, and training.
• Previous experience with various personal computer software applications.
• Positions in this classification may require the ability to type or keyboard 60 accurate words per minute.

NOTE: Position tasks are generally required to be performed in-person at an Emory University location.  Remote work from home day options may be granted at department discretion. Emory reserves the right to change remote work status with notice to employee.

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request a reasonable accommodation, please contact the Department of Accessibility Services at 404-727-9877 (V) | 404-712-2049 (TDD). Please note that one week's advance notice is preferred.