Executive Administrative Assistant to the Dean

Job description

Executive Administrative Assistant to the Dean

College of Medicine




Job Classification:  Full-time, non-exempt


Benefit:  Per California Northstate University employee benefits


Review of Applications:  Reviewed upon receipt

Reporting Responsibility:  This position reports to the Dean of the College of Medicine


Job Description:


  1. The executive administrative assistant provides administrative support to the Dean and the Senior Associate Deans, and other Dean-level and/or faculty positions, as assigned. This may include but is not limited to: maintenance of the schedules, obtaining and providing relevant information for scheduled appointments, and travel arrangements, documentation preparation, letter writing, coordinating the preparation of events and large-scale meetings hosted by or involving the Dean, purchasing, building maintenance/repair, telephone services, etc.
  2. The incumbent must be detail-oriented, able to work under pressure, meet deadlines, prioritize tasks, and demonstrate excellent customer service and interpersonal and communication skills.
  3. The executive administrative assistant will maintain task assignments and their functions, arrange inter-office communications, meet and greet visitors, direct inquiries to appropriate personnel, schedule, attend, and take minutes for assigned committee meetings, and provide support in assigned project-based work.
  4. The incumbent must be able to maintain confidentiality when working with sensitive materials.
  5. Excellent computer skills (MS suite) and writing skills (Memo’s, Letters, Notes, etc.) are expected.
  6. Other duties and functions as assigned.

Additional Requirements: Possession of a valid California Class C Driver’s License may be required. Independent travel between work sites, or facilities may be required.


Knowledge and skills: Office practices and procedures; public contact techniques; office equipment operation; advanced data collection and compilation techniques; document formatting techniques; standard office automation software; automated and manual records management practices; clerical work methods review and measurement techniques; purchasing procedures; English usage and grammar


  • A Bachelor’s degree or equivalent required
  • Three years of experience in executive level support preferred
  • Experience in higher education preferred
  • Excellent written and oral communication skills
  • Excellent typing and transcribing
  • Strong organizational skills to perform and prioritize multiple tasks easily with excellent attention to detail
  • Excellent interpersonal skills and the ability to successfully interact with faculty, staff, and students  at California Northstate University and the community
  • Ability to problem-solve with strong decision-making capability
  • Demonstrated ability to work effectively in teams as well as independently
  • Proven ability to handle confidential information with discretion
  • Demonstrated ability to achieve high performance goals and meet deadlines
  • Actively seeks opportunities and proposes solutions; forward thinker; Adaptable to the various competing demands/priorities

Applicants should submit:

  • Cover letter of interest that addresses qualifications, experience and career goals
  • Resume/CV
  • Names, addresses, and telephone numbers of at least three (3) professional references

Please send application materials to the HR Department by email, or California Northstate University, 9700 West Taron Drive, Elk Grove, CA  95757.

California Northstate University is an Equal Opportunity and Affirmative Action Employer.  All qualified candidates are encouraged to apply.




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Job No: College of Medicine
Posted: 10/15/2020
Application Due: 12/14/2020
Work Type:
Salary: $23-25 per hour

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