Executive Assistant I

University of Louisville • Aurora, CO

5d

About The Position

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.

Requirements

• Bachelor's degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience.
• 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.

Nice To Haves

• 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.

Responsibilities

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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level