Careers

Executive Assistant

Apply now Job no: 493063
Work type: Staff (Full-Time)
Location: Winter Park, FL
Categories: Crummer Graduate School of Business
Division: Academic Affairs

FLSA Status:

Non-Exempt

Service Months:

12

Position Summary:

The Executive Assistant provides administrative support to the Dean, Associate Dean, Major Gift Officer, and Director of Business Development and Partner Relations.

Manage Faculty & Staff FilesMaintain faculty evaluation files, personnel files, and help to coordinate the faculty recruitment process; process contracts and related paperwork for all professors, and adjuncts; maintain accurate and current filing system; act as central information point for all Crummer faculty and staff for filed information that can be shared; take minutes and/or notes at Faculty, Dean’s Council, All Staff, Senior Staff, Board meetings, maintain and archive files.

Accreditation, Continuous Improvement, and Strategic PlanningWork in partnership with the AACSB Accreditation, Continuous Improvement, and Strategic Planning Team as Coordinator for Crummer; Manage files and online system for accreditation, continuous improvement, and strategic planning; communication link between the Accreditation team and Crummer while planning the visit; responsible for complete visit logistics, Point person between the team and the Crummer Faculty and Staff.

Board Responsibilities: Primary communication liaison between the Board of Overseers and the Crummer School including location and meal logistics for quarterly meetings, assisting in presentations, maintaining contact information and all records associated with the Board, communicating with the board on behalf of the Dean for all events and notices, coordinating with all required faculty, staff, students, alumni to execute the board meeting preparation, presentation, and meeting logistics.

Manage the Dean’s Calendar: Manage the electronic calendar of the Dean, keeping it up-to-date and accurate; plan schedules for daily appointments and periodic meetings that provide sufficient time for the Dean to have time for reflection and travel between appointments, prepare for speaking engagements and other events, confirm appointments by calling individuals prior to the scheduled meeting date and provide all necessary logistics for the Dean and guests of the meeting, handle confidential information and requests for meetings discreetly, manage the Dean’s transportation schedule to accommodate off-campus meetings, prioritize conflicting needs; handle matters expeditiously and proactively, often with fixed deadlines, schedule impromptu and urgent meetings as requested/needed.

Manage the Dean’s Daily WorkflowSchedule meetings with Crummer faculty and staff, board members (including full board meetings), alumni, donors, and other outside stakeholders as requested, prepare materials for meetings, including itineraries, agendas, bios, call reports, and backup documents; provide materials to the Dean one week in advance; discreetly and tactfully manage telephone calls, meeting requests, and visitors for the Dean.

Travel Arrangements: Coordinate travel with alumni and donors, working with others to maximize the effectiveness of the Dean’s trip; make conference and travel arrangements in a prompt and confidential manner; prepare detailed itinerary conveying accurate information to the Dean, including information about appointments, College Advancement research reports, and travel directions; prepare travel and other reimbursements for the Dean.

Manage Communications:  Show demonstrated expert level written and verbal communication skills, provide excellent customer service to all stakeholders including donors, alumni, friends, parents and students; research, prioritize, and follow up on incoming issues and concerns addressed to the Dean and Associate Dean, including those of a sensitive or confidential nature; determine appropriate course of action, referral, or response; provide a bridge for smooth communication between the Dean’s office and internal departments; possess very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors; proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

Project Management: Manage select projects with plans, timelines, and resource allocation; track all project deliverables by monitoring and reporting progress; troubleshoot member questions and problems; prepare presentations, per the Dean’s office direction, as requested; collect data from leadership for discussion at future meetings; create spreadsheets as necessary.

Why Crummer

Discover why the Crummer Graduate School of Business at Rollins College is the #1 MBA in Florida!

  • The Crummer Early Advantage MBA is No.1 among Business Schools in Florida according to Forbes, September 2019. Crummer has consistently been ranked among the top two full-time MBA's in Florida since 1999.
  • The Crummer MBA has been recognized as the top leadership development educator by HR.com's 2019 Leadership Excellence awards.
  • The Princeton Review features the Crummer MBA in its list of "Best Business Schools" for 2020.
  • CEO Magazine lists the Crummer Graduate School of Business at Rollins College a Tier One business school in its Global MBA Rankings and is showcased as a premier EDBA program.

To learn more about the Crummer Graduate School of Business, please visit: https://crummer.rollins.edu/.

Total Compensation Package:

 

Competitive hourly pay rate plus a generous benefits package featuring:

  • 3 weeks Paid Time Off (PTO)
  • 11 Paid Holidays plus College Closure Days
  • Comprehensive Insurance Benefits - Medical, Dental, Vision, Life
  • 100% Funded Health Reimbursement Account
  • 100% Long and Short Term Disability
  • Employer Retirement Contribution
  • Award-Winning Wellness Program
  • FREE On-Site Parking
  • Discounted Meal Plan
  • FREE access to campus amenities (ex. gym, library)
  • FREE Full Tuition Waiver after one year for employees, spouses, domestic partners and dependents

Minimum Qualifications:

  • Bachelor’s degree or an equivalent combination of college and related experience.
  • Progressively responsible administrative/executive level support, preferably in a university/college setting.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and experience with CRM software and other common programs applicable to business and higher education preferred.
  • Demonstrated ability to prioritize work, handle multiple tasks, manage and meet deadlines.
  • Strong organizational skills and meticulous attention to detail.
  • Demonstrated ability to map, manage, and track projects that involve multiple stakeholders.
  • Ability to work in a fast-paced environment, take initiative, embrace change, and comfortably handle urgency, risk and uncertainty.
  • Excellent oral, written, and interpersonal skills, along with excellent customer services skills.
  • Demonstrated ability to handle confidential matters and exercise professional discretion and diplomacy.
  • Ability to work collaboratively as well as independently; ability to lead and follow.
  • Ability to adapt and learn new technology with minimum guidance, utilizing technology to maximum efficiency. Demonstrated ability to troubleshoot minor technology issues.

Work Environment:

  • This is a full-time position, scheduled to work 37.5 hours per week, 7.5 hours a day.
  • Monday - Friday (8:30 a.m. - 5:00 p.m.).
  • Front-facing customer service position working on-campus.
  • Work requires some visual strain.
  • Requires some evening and weekend hours.
  • Overtime may be required as needed.

To learn more about Rollins effort about the College’s response to COVID-19, please click here.

Instructions to Applicants:

To apply, please submit an application and upload the following materials:

  1. Cover Letter
  2. Resume

Screening of applications will begin immediately and continue until the position is closed.

Our Values:

 

Rollins seeks to foster and to model a campus environment that is welcoming, safe, and inclusive to all of our administrators, faculty, staff, and students. We view differences (e.g. nationality, race, gender, age, sexual orientation, socioeconomic class, physical ability, learning styles, perspectives, etc.) not as obstacles to be overcome but as rich opportunities for understanding, learning, and growth.

Through its mission, Rollins College is firmly committed to creating a just community that embraces multiculturalism; persons from historically under-represented minority groups are therefore encouraged to apply. Rollins does not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs and activities. 

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