Executive Assistant I

Department:

Prelicensure

Location:

Health Sciences Center

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R108337

Minimum Requirements:

Bachelor’s degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience. Grade 5 (Salaried)

Position Description:

The Executive Assistant I provides high-level administrative support to the Associate Deans in the University of Louisville School of Nursing. This role requires strong organizational skills, discretion, and the ability to work independently in a fast-paced academic environment. The position serves as a key partner to leadership, managing calendars, coordinating projects, preparing materials, and handling confidential information.

Essential Duties and Responsibilities

Executive Support

• Acts as the primary contact for the Associate Deans, representing them professionally to faculty, staff, students, and external partners.
• Manages daily operations of the Associate Deans’ offices with minimal supervision.
• Anticipates leadership needs and identifies potential issues before they arise.
• Handles sensitive and confidential information with appropriate discretion.

Calendar and Meeting Management

• Manages complex calendars for Associate Deans, coordinating across multiple leadership levels, units within the University, and outside healthcare and community entities.
• Prepares briefing materials and background information for meetings and events.
• Arranges meeting logistics including rooms, technology, materials, and follow-up.

Project and Program Coordination

• Manages multiple projects simultaneously, providing updates and raising issues as needed.
• Coordinates committees, task forces, and program activities led by Associate Deans.
• Provides administrative support for events and programs on and off campus.
• Works with the Dean’s executive assistant to coordinate activities and avoid duplication.

Communication and Documentation

• Drafts, edits, and prepares correspondence and documents for the Associate Deans.
• Reviews incoming communications and responds or routes appropriately.
• Compiles data and prepares reports, presentations, and briefing materials.
• Maintains organized filing systems for decisions, communications, and activities.
• Tracks deadlines and proactively gathers information for required submissions.

Professional Development

• Stays current with technology and software to improve efficiency.
• Seek opportunities to improve processes and organizational effectiveness.
• Participates in training and professional development activities.

Preferred Qualifications

• Master’s degree in Business, Project Management, or related field.
• Four to five years supporting senior leadership (Associate Deans, Deans, Vice Presidents, C-Suite Executives).
• Experience in higher education or healthcare settings.
• Track record of managing complex projects in fast-paced environments.

Competencies

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).
• Strong writing, editing, and communication skills.
• Ability to work independently and manage multiple priorities.
• Flexibility to work occasional additional hours for events and deadlines.

Target Compensation Maximum:

$70,623.00

Target Compensation Minimum:

$47,048.00

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an Equal Employment Opportunity employer. The University strives to provide equal employment opportunity on the basis of merit and without unlawful discrimination on the basis of race, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity or expression, veteran status, marital status, or pregnancy. In accordance with the Rehabilitation Act of 1973 and the Vietnam Era Veteran Readjustment Act of 1974, the University prohibits job discrimination of individuals with disabilities, Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. The University acknowledges its obligations to ensure affirmative steps are taken to ensure equal employment opportunities for all employees and applicants for employment. It is the policy of the University that no employee or applicant for employment be subject to unlawful discrimination in terms of recruitment, hiring, promotion, contract, contract renewal, tenure, compensation, benefits, and/or working conditions. No employee or applicant for employment is required to endorse or condemn a specific ideology, political viewpoint, or social viewpoint to be eligible for hiring, contract renewal, tenure, or promotion.

Consistent with applicable law, demographic information is collected for aggregate reporting requirements. Demographic information provided through this application is not available to hiring managers/committees and is not considered in hiring or employment decisions.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 – Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email at employment@louisville.edu or by phone 502-852-6258.

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