Executive Assistant to the Dean

About Saint Mary’s College Founded in 1863, Saint Mary’s College of California is a residential institution in the Moraga Valley, 20 miles east of San Francisco, rooted in the Catholic, Lasallian, and Liberal Arts traditions. Enrolling more than 3,000 undergraduate and graduate students, the College integrates liberal and professional education within a mission shaped by the De La Salle Christian Brothers. Known for academic excellence, innovation, and responsiveness, Saint Mary’s fosters shared inquiry, meaningful student engagement, and a strong commitment to diversity, leadership, and service.

Why Join Saint Mary’s College? At Saint Mary’s, your work has visible impact. As a close-knit residential college, employees work collaboratively across departments—your ideas, leadership, and contributions directly shape the student experience and the future direction of the institution. Colleagues partner across divisions, decisions are grounded in mission, and innovation is encouraged. If you are seeking a workplace where purpose, community, and professional growth intersect—and where your work truly matters—Saint Mary’s offers that opportunity.

Job Title Executive Assistant to the Dean

Job Summary Reporting to the Dean, the Executive Assistant to the Dean provides comprehensive executive-level administrative, operational, and project support to ensure the effective administration of the School. Serving as the primary administrative liaison for the Dean’s Office, the Executive Assistant exercises a high degree of independent judgment, discretion, professionalism, and confidentiality while coordinating executive communications, academic operations, faculty support, committee activities, budget administration, special projects, and school-wide initiatives.

The Executive Assistant serves as a key resource for faculty, staff, students, alumni, advisory boards, and external partners by facilitating the efficient operation of the Dean’s Office and supporting the School’s strategic priorities in alignment with the mission and values of Saint Mary’s College.

Essential Responsibilities Executive Support

• Provide comprehensive executive-level administrative support to the Dean, including complex calendar management, scheduling, travel coordination, meeting logistics, and executive correspondence.
• Screen and prioritize requests for the Dean’s time, exercising sound judgment in managing competing priorities, deadlines, and confidential matters.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, meeting materials, agendas, minutes, and other executive communications.
• Manage confidential records, files, and documentation in accordance with College policies, records retention requirements, and applicable privacy standards.
• Serve as the primary point of contact for the Dean’s Office, responding to inquiries and directing matters to the appropriate resources.
• Coordinate special projects and initiatives on behalf of the Dean and monitor progress to ensure timely completion.
• Maintain effective communication between the Dean’s Office and faculty, staff, students, administrators, alumni, advisory boards, and external constituents.

Academic Affairs & Faculty Support

• Coordinate faculty recruitment activities, including scheduling interviews, committee meetings, candidate itineraries, and recruitment logistics.
• Assist with faculty appointment, promotion, tenure, sabbatical, leave, evaluation, and other confidential academic personnel processes.
• Coordinate faculty meetings and prepare agendas, meeting materials, minutes, and follow-up communications.
• Maintain confidential faculty personnel records and related documentation.
• Assist with adjunct faculty appointments, contracts, workload documentation, and other academic personnel transactions.
• Coordinate School participation in commencement, convocation, faculty recognition events, and other academic ceremonies.
• Support accreditation activities by coordinating documentation, meetings, timelines, and related administrative processes, as applicable.
• Assist with academic scheduling, committee coordination, and implementation of School initiatives.

Operational & Financial Support

• Monitor and assist with the School’s operating budget by processing purchase requisitions, invoices, expense reimbursements, travel requests, contracts, and other financial documentation.
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