Executive Assistant to the Dean

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Job Description Summary:

Job Description:

Required Qualifications:

• Bachelor’s degree or an equivalent combination of education, experience, and training.
• Experience supporting senior-level executives in an administrative capacity (typically 3+ years).
• Demonstrated ability to work independently, take initiative, anticipate executive needs, and exercise sound judgment.
• Excellent written and verbal communication skills, including editing and proofreading.
• Demonstrated organizational and interpersonal skills, with the ability to manage competing priorities and deadlines accurately.
• Demonstrated ability to handle confidential information and sensitive matters with discretion and diplomacy.
• Experience coordinating meetings, projects, or activities involving multiple stakeholders.
• Proficiency with Microsoft Office and collaboration, scheduling, and task-management applications; ability to learn university administrative systems.
• Demonstrated ability to interact professionally with a diverse population.

Preferred Qualifications:

• At least three years of experience providing executive-level administrative support in higher education.
• Experience supporting leadership teams, faculty governance, strategic planning, or institution-wide initiatives.
• Experience developing and maintaining systems for tracking priorities, decisions, deadlines, and follow-up.
• Familiarity with university administrative policies, procedures, and applications.
• Experience using technology to improve administrative efficiency and information flow.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• Periodic night and weekend work may be required in support of events.

Job Duties:

35% - Executive Support to the Dean:

• Manage and prioritize the Dean’s calendar, schedules, meetings, and appointments, exercising judgment to ensure effective use of the Dean’s time.
• Anticipate upcoming needs and assemble background information, briefing materials, and talking points for meetings, engagements, and decisions.
• Draft, edit, and prepare correspondence, reports, presentations, and documents for review or signature; distribute communications on behalf of the Dean.
• Assess incoming requests, direct matters to appropriate offices, and bring sensitive or consequential issues to the Dean’s attention with relevant background information.
• Serve as a liaison between the Dean and direct reports, faculty, staff, students, university offices, and external constituencies.
• Coordinate travel arrangements, itineraries, and expense reimbursements.
• Maintain organized and secure confidential records.
• Improve systems for executive scheduling, meeting preparation, records, and follow-through.
• Other duties as assigned.

25% - Leadership Coordination and Governance Support:

• Coordinate SOE wide faculty meetings, SOE Day, Academic Leadership Team, Faculty Executive Committee, and other designated leadership meetings, including scheduling, meeting arrangements, and participant communications.
• Work with the Dean and participating leaders to prepare agendas, collect supporting information, and distribute materials in advance.
• Attend designated meetings and document summaries identifying decisions made, next steps, responsible individuals or bodies, and agreed timelines.
• Distribute meeting records, track commitments, coordinate follow-up with those responsible, and bring outstanding matters to the Dean’s attention.
• Maintain accessible leadership and governance records consistent with confidentiality requirements and established communication practices.

25% - Initiative Coordination:

• Support the Dean in coordinating strategic planning processes and implementation activities.
• Coordinate assigned special projects and initiatives involving departments, leadership portfolios, and administrative units.
• Maintain systems for tracking initiative priorities, milestones, responsibilities, deadlines, and progress.
• Gather updates from responsible leaders and staff and prepare concise progress reports identifying delays, dependencies, and matters requiring the Dean’s attention.
• Organize consultation, materials, and communications needed to advance strategic priorities.

10% - School and External Coordination:

• Serve as a liaison with staff responsible for advancement, communications, partnerships, and School events to coordinate the Dean’s participation.
• Arrange the Dean’s involvement in donor meetings, external engagements, major School events, and executive visits.
• Obtain relevant background information from responsible staff to prepare the Dean and communicate commitments arising from these engagements.
• Coordinate with personnel, fiscal, academic affairs, and departmental staff on matters requiring Dean’s review or action.

5% - Supervision of Administrative Coordinator for Faculty Support:

• Supervise the Coordinator: assign and prioritize work, onboard and train, approve time and leave, give feedback and coaching, and conduct performance evaluations.
• Set priorities and workflows for the Coordinator’s support of the three academic departments, chairs, and faculty, in consultation with chairs and Academic Affairs.
• Oversee the accuracy and timeliness of course schedule, instructional assignment, and schedule change entries, with final responsibility for this function to be determined prior to the Coordinator’s hire.
• Oversee faculty search logistics and candidate visits, coordinating with the Personnel Services Coordinator, who keeps responsibility for search administration and hiring.

Hiring Range: $60,000 to $75,000 commensurate with experience.

We will not sponsor applicants for work visas for this position.

For full consideration, please provide a cover letter, resume/CV, and the names and contact information for a minimum of three professional references by the review date of November 16, 2026. Materials received after the review date will only be considered on an as-needed basis.

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EEO is the Law. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.

About Us

William & Mary and the Virginia Institute of Marine Science (VIMS) are vibrant, innovative and engaged communities and we are delighted about your interest in a career with us.

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Benefits

William & Mary offers a competitive range of benefits that support employee well‑being and professional growth, including access to on‑campus fitness facilities, university libraries, and other wellness resources. Educational assistance, professional development opportunities, and a robust holiday schedule are also available. Learn more and explore our comprehensive benefits website.