Executive Assistant

Job Summary

The Executive Assistant to the Dean of the Westphal College of Media Arts & Design is responsible for providing administrative support to the Dean and secondarily to the Associate Dean(s) as well as managing the operations of the Office of the Dean. This is designated a confidential position.

This is a hybrid position, working primarily in-person.

Essential Functions

• Manage the Dean's calendar, meeting logistics, and task prioritization.
• Support Associate Deans on Faculty Academic Affairs issues, including assembling Tenure & Promotion packages, organizing and maintaining faculty and staff contact lists; and maintaining important documents in the Dean's office and assuming the responsibility for distribution to appropriate University officials.
• Schedule and coordinate meetings for college leadership, faculty, and staff.
• Manage space reservations for the Dean's Suite conference room with internal and external guests.
• Advising Dean and Associate Dean's on Dean's office data and process organization, as appropriate.
• Draft and distribute college-wide communications on behalf of the Dean's and Associate Deans.
• Coordinate domestic and international travel accommodations and itineraries for the Dean and VIP guests, and prospective new hires.
• Manage purchasing, reconcile credit card expenses, and maintain financial compliance for the Dean's office.
• Hire Student Employee for the Westphal Dean's office and submit payroll and/or payroll resolution forms when necessary.
• Create and manage programming for the Westphal community as a part of the Community & Global Initiatives team.
• Work with the Executive Director of Finance and Business Operations, with the faculty reappointments and hiring process.
• Manage the budgets for the Community & Global Initiatives team and the Westphal BRIDGE program, track spending, ensure compliance.
• Collaboration with the Executive Director of Finance & Operations on faculty reappointments and hiring.
• Supervise an Administrative Assistant responsible for front desk operations, supply management, and event support for the Dean's Office.
• Lead and support college-wide programming as a part of the Community & Global Initiatives Team.
• Present budget updates, track departmental spending, and collaborate with finance team to ensure transparency and accuracy.
• Maintain a log of the Dean's contacts.
• Other responsibilities as needed.

Required Qualifications

• Minimum of a Bachelor's Degree or the equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 5 years of increasingly responsible administrative/executive assistant experience.
• Experience managing multiple short- and long-term projects.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, communications software and Adobe Acrobat; familiarity with Illustrator or Photoshop.
• Ability to recognize and maintain the confidentiality of sensitive College issues and information.
• Ability to serve as representative of the Dean's office.
• Ability to work independently and collaboratively.
• Ability to problem solve, prioritize, manage multiple demands and meet established deadlines while working in a fast-paced environment.
• Ability to work in an accurate, detail-oriented and highly productive manner.
• Ability to work with various audiences, including staff, students, faculty and the public.
• Excellent interpersonal skills, with expectation of highly professional level of service.
• Excellent organization and written and verbal communication skills.

Preferred Qualifications

• Experience working in higher education or nonprofit administration.
• Experience supporting executive level staff.
• Experience supervising employees.
• Experience with Concur, Banner, etc.

Location

• University City - Philadelphia, PA

Additional Information
This position is classified as Exempt, grade L. Compensation for this grade ranges from $62,630 - $93,950 per year. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.