Executive Secretary

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address what interests you about this position and outline your skills and experience that directly relate to the responsibilities and requirements of this role.

The Department of Ecology and Evolutionary Biology (EEB) in the College of Literature, Science and the Arts is seeking a motivated, enthusiastic, and skilled administrative professional for the role of Executive Coordinator.

Reporting to the Chief Administrator, the Executive Coordinator is an integral part of EEB's administrative team. The role has two main components: (1) coordinating important departmental initiatives and activities and (2) providing high-level administrative support to the Department Chair, other department faculty leadership, and the Chief Administrator.

Coordination of Department Initiatives

• Lead processes for department faculty recruitment and promotions in conjunction with the Chair and Chief Administrator and in accordance with LSA procedures and policy.
• Arrange travel and hosting details for faculty recruits and other guests of the department.
• Coordinate other faculty academic affairs processes, including leaves, reviews, faculty annual reviews, and reappointments, in accordance with LSA procedures and policy.
• Develop and implement effective information management strategies across physical and digital systems.
• Be an active member of EEB by attending department seminars and events so as to be a resource and supporter for our community.
• Create and maintain faculty onboarding materials.
• Assist with faculty awards and nominations.
• Provide administrative support to select committees within EEB.

Administrative Support

• Support the Chair and Chief Administrator on daily matters such as calendaring and drafting written communications while exercising discretion and independent judgment regarding priorities.
• Deliver exceptional support to all members of the EEB community and collaborate cross-functionally with other departments in the Biological Sciences Building.
• Advise the Chair on policy matters requiring comprehensive knowledge of departmental, college, and university guidelines.
• Provide meeting support, including materials preparation, agenda development, note-taking and coordination of follow-up tasks.
• Serve as backup support during staff absences and assist during peak periods to meet office deadlines.
• Handle confidential documents; proofread letters, announcements, and meeting materials; manage communications sent on behalf of the Chair.
• Coordinate with internal partners for expense reporting, PCard reconciliation and arranging travel for the Chair.
• Serve as the first point of contact for the office, providing administrative support, greeting and hosting visitors, and managing email and phone communications. Resolve routine and complex inquiries from students, faculty, and staff and respond or route to the appropriate unit.
• Co-manage Biological Sciences Building room scheduling and printer maintenance.
• Maintain departmental email groups, distribution lists, and directories.

Required Qualifications

• At least 5 years of relevant administrative support experience
• High school diploma or equivalent combination of education and experience
• Exceptional attention to detail
• Ability to partner and work collaboratively with teams and build effective professional partnerships
• Experience with strategic project management, including tracking action items, developing timelines, and monitoring progress to set and reach both short and long-term goals
• Strong organizational skills, demonstrated initiative, acute attention to detail, and the ability to set and adjust priorities independently.
• Demonstrated ability to work effectively with competing priorities
• Proficiency with Microsoft Office and/or similar office productivity suite(s)
• Strong written and verbal communication skills, effectively articulating ideas to a broad range of audiences
• Demonstrated editing, proofing, and writing experience

Preferred Qualifications

• Bachelor or advanced degree preferred
• 5-7 years of administrative experience, especially in an academic environment
• Experience supporting executive-level positions
• Familiarity with faculty life cycle and academic administration processes

This position is 100% (40 hours per week) throughout the year. Flexibility is required in order to be present on campus as needed to complete job responsibilities. Remote work is generally available one day per week.