Executive Assistant to the Dean (Senior Administrative Specialist) - Herbert Wertheim College of Business

Department Herbert Wertheim College of Business Responsibilities Reports to the Dean of the Herbert Wertheim College of Business and provides high-level, confidential administrative and operational support to the Office of the Dean. Serves as the primary coordinator for Dean’s Suite operations, stakeholder service, executive meetings, travel and expense processes, correspondence, records, events, and special projects. Ensures a professional, responsive, and well-organized executive office through sound judgment, discretion, accurate documentation, and timely follow-through on established priorities. Dean’s Suite Operations Manages daily Dean’s Suite operations, maintaining a professional, welcoming, responsive, and organized environment for university leaders, faculty, staff, students, alumni, donors, partners, and visitors. Serves as primary contact; screens, routes, and resolves inquiries and administrative matters; and promptly elevates sensitive, urgent, or complex issues. Recruits, trains, schedules, and supervises OPS student employees, setting clear expectations for professionalism, service, confidentiality, responsiveness, and issue escalation. Oversees office procedures, coverage, digital workspaces, records, supplies, mail, conference rooms, and a visitor-ready environment. Coordinates authorized use, training, scheduling, documentation, service, and maintenance of college vehicles in compliance with university policy. Maintains templates, checklists, procedures, and documentation for recurring work and improves processes to strengthen service, accuracy, efficiency, continuity, and stewardship. Travel, Expense, and Procurement Coordination Coordinates travel, expense, and procurement for the Dean and Associate and Assistant Deans, including itineraries, reservations, schedules, and logistics for approved business needs. Prepares and monitors travel authorizations, reimbursements, receipts, and supporting records; resolves routine issues; and coordinates with the UBA team to ensure timely reconciliation and compliance. Uses an assigned university purchasing card for approved Dean’s Suite purchases and maintains documentation, approvals, reconciliations, and records consistent with university policies and financial controls. Maintains templates, checklists, recurring-request tools, and approved workflows that improve process accuracy, timeliness, consistency, and efficiency. Meeting Administration and Action Tracking Coordinates executive, governance, faculty, staff, board, committee, and Dean-assigned meetings and initiatives, including the Executive Committee, faculty meetings, staff town halls, Board of Governors, and Student Investment Fund Board. Supports annual faculty and staff award processes. Coordinates schedules, agendas, materials, participant communications, logistics, and complex calendar alignment involving the Dean and senior college or university leaders. Attends designated meetings and uses approved tools to capture discussions and prepare accurate minutes, action summaries, and related documents for review and distribution. Maintains action logs and follow-up systems documenting commitments, owners, deadlines, and status; issues reminders and escalates unresolved matters. Organizes source materials, committee and membership records, award documentation, and digital files for accuracy, traceability, access, and updating. Digital Correspondence and Document Production Produces, proofreads, formats, and quality-checks executive correspondence, announcements, speeches, reports, spreadsheets, presentations, briefings, and other materials requiring accuracy, professionalism, and audience awareness. Maintains secure digital workflows and records using approved collaboration, forms, survey, document-management, and AI-enabled tools, with appropriate review, confidentiality, accessibility, version control, records retention, and responsible use. Reviews final materials for accuracy, cl…

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