Executive Assistant to The Dean

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**Job Requisition ID**:
2025-00394

**Time Type**:
Full time

**Employee Group**:
Staff

**Job Category**:
Administrative Support

**Employment Type**:
Permanent

**Department**:
Faculty of Arts - Dean of Arts Office - Faculty Relations and Planning

**Hiring Range**:
$60,384.87 - $75,481.09

**Posting Information**:
**The internal posting deadline is September 5 at 11:59pm.**

**Primary Purpose**

The Dean’s Executive Assistant provides a wide range of administrative services to support the Dean and within the Office of the Dean of Arts. The Executive Assistant to the Dean must be fully aware of the Dean’s schedule and priorities, including travel commitments and speaking engagements, be prepared to make rapid changes to arrangements, and alert the Dean to potential scheduling conflicts and priorities. The demands placed on the Dean are such that he/she relies on the Executive Assistant to carry out the duties of this position with little or no direction.

The Executive Assistant to the Dean handles complex situations as they arise, while maintaining utmost confidentiality of Faculty records and/or discussions. S/he provides administrative support to functions related to the management of faculty appointments, tenure and promotion procedures and the annual performance review and salary increase processes.

The Executive Assistant to the Dean liaises with i) the Senior Administrators - President, Vice Presidents’ Offices etc., ii) the UW Deans, iii), Academic Deans, Department Chairs/Directors in Arts and campus-wide, iv) international visitors, government offices, and local communities. S/he represents the Dean to all visitors and employs appropriate protocol with dignitaries and international guests.

The role serves as Administrator for the Arts Endowment Fund and secretary to several Faculty-level committees such as Arts Faculty Council and Executive, Arts Honours and Awards Committee, Co-op Advisory Committee, General Group, and Department/School Chair/Director Nominating Committees.

**Key Accountabilities**

**Manage the Dean of Arts’ priorities**
- Act as first point of contact for the Dean’s meetings with senior members of the university, business and community leaders, and media representatives
- Collaborate with the Dean’s Office staff and visitors to plan events, ensuring the Dean’s role is properly positioned
- Schedule all appointments and meetings for the Dean; proactively manage the calendar to include requirements of the Dean’s external activities, including stakeholder relationships and community events
- Maintain a record of the annual cycle of events related to the Dean’s administrative position; use this to plan well in advance for activities such as tenure and promotion, attendance at leadership meetings, and the annual performance cycle
- Ensure that the Dean is fully briefed and prepared in advance of all internal and external appointments, meetings and calls, and is aware of priority matters
- Manage the Dean’s correspondence; direct communications as appropriate to the Dean’s support staff for action or Faculty-wide for information
- Ensure the Dean has secured an Associate Dean to act as Dean in his/her absence and communicate this to the Office of the Vice President, Academic and Provost
- Manage all travel preparations for the Dean which include travel preferences, accommodation, transportation, phone packages, conference registrations, meeting schedules, etc. and prepare complete itinerary for travel
- Handle complex situations, including rerouting travel/changes in accommodations/last-minute changes in event schedules
- Think critically in unexpected situations to assess what needs to be completed and prioritize tasks effectively
- Organize travel, accommodation, and other requirements for guests of the Dean and the Faculty of Arts
- Prepare the Dean’s travel claim documentation, reconcile travel advances and submit final travel claims for reimbursement
- Prepare and process Research and annual Professional Expense Reimbursement for the Dean in compliance with University Policy; remain current on knowledge of all policy requirement; attend annual training sessions
- Arrange meetings for the Dean, including, if necessary, reservation/menu selection, campus parking for guests (including detailed directions to reach campus and the Office of the Dean)

**Faculty Administration**
- Supports the process for administrative appointments of Chairs (or Directors) including monitoring term end dates and organizing chair nominating committe