New

Executive Assistant

DePaul University
paid time off, sick time, retirement plan
United States, Illinois, Chicago
1 East Jackson Boulevard (Show on map)
Mar 01, 2025
The Highlights: Under the direction of the Dean of the School of Music, the Executive Assistant oversees the complex daily operations and special projects of the Dean's Office, including management of calendar, meetings, correspondence, faculty searches, travel, special events, and advancement projects. The position handles highly confidential matters, including those relating to contracts, salaries, and other details concerning faculty, staff, and students. The position acts as a liaison with university administration and the university community, and assists in processes related to purchasing/financial operations. Agility, reliability, attention to detail, and eagerness to operate in a fast-paced, supportive environment are crucial. Proactivity in anticipating the needs of the office is a plus. The EA will contribute positively to the workplace culture of the School. What You'll Do: Manages the Office of the Dean, including maintenance of the Dean's calendar; reviewing the Dean's email and often serving as the Dean's proxy, as directed, in correspondence; organizing meetings and receiving guests; managing files (contracts, annual review reports, RTP dossiers, etc.); arranging travel for the Dean and and for guests of the School of Music, including faculty candidates and guest artists; drafting messages from the Dean that are widely distributed to various stakeholders; proofreading correspondence and documents from the Dean as requested with a keen eye for mistakes in grammar/spelling/typing; transferring Word docs to pdf on letterhead template. Manages special projects: coordinating the NASM HEADS data report; assembling accreditation materials; maintaining memberships in professional organizations. Receives and interacts productively with faculty, staff, students, and visitors in an informed and helpful manner; solves problems; prioritizes issues; redirects inquiries to more appropriate office on issues which do not require Dean's attention. Drafts monthly reports from the college to the Provost. Maintains faculty records, prepares annual contracts for adjunct faculty, coordinates search processes, oversees hiring/on-boarding processes for new faculty members and seasonal opera hires in collaboration with Academic Affairs/Human Resources, and coordinates faculty tenure review material. Coordinates activities between the Dean's Office and the School's Advancement officers, assisting with projects, correspondence, and travel; administratively supports the Dean's Advisory Board, including planning of and overseeing logistics for regular board meetings and functions. Plans, schedules, and handles documentation/communication for administrative meetings (including monthly All College Meetings, biweekly Executive Committee); organizes select special events and receptions; serves as a liaison and resource for faculty and staff in planning special events. Manages office duties including billing/purchasing (including general supply ordering / inventory), employee reimbursement, graduate assistant / performance student employee hiring. What You'll Need: Bachelors degree. Three years experience working in higher education preferred. Reliable profiency in typing and proofreading with a keen eye for detail. Ability to engage warmly and professionally with a variety of stakeholders in person, remotely, and in correspondence. Proficiency in MS Office 365 suite in Mac OS, particularly Word, Teams, Planner, Outlook, OneDrive; some ability with Excel and Adobe Acrobat is important. Position works occasional evening and weekend events. The anticipated hiring range for this position is: $27.57 to $33.52 per hour. The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget. Perks: Working for a stable and well-known University that values diversity and inclusion. Top choice medical, dental, and vision benefits. Retirement plan matching contribution of 10%. Tuition waivers for employees and dependents. Generous paid time off, sick time, holidays, floating holidays, and more! Full-Time Benefits For consideration, please include a resume and cover letter. Diversity and Inclusion Statement: Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported. Required Background Check: Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check. Mandated Reporting of Child Abuse & Neglect: Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages: Illinois Department of Children & Family Services (DCFS) Illinois Abused and Neglected Child Reporting Act DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.