Executive Assistant to the Dean (Senior Administrative Specialist) - Herbert Wertheim College o...

Job Title: Executive Assistant to the Dean (Senior Administrative Specialist) - Herbert Wertheim College of Business
Location: Tallahassee, FL
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 63621
Department

Herbert Wertheim College of Business

Responsibilities

Reports to the Dean of the Herbert Wertheim College of Business and provides high-level, confidential administrative and operational support to the Office of the Dean. Serves as the primary coordinator for Dean’s Suite operations, stakeholder service, executive meetings, travel and expense processes, correspondence, records, events, and special projects. Ensures a professional, responsive, and well-organized executive office through sound judgment, discretion, accurate documentation, and timely follow-through on established priorities.

Dean’s Suite Operations

• Manages daily Dean’s Suite operations, maintaining a professional, welcoming, responsive, and organized environment for university leaders, faculty, staff, students, alumni, donors, partners, and visitors. Serves as primary contact; screens, routes, and resolves inquiries and administrative matters; and promptly elevates sensitive, urgent, or complex issues.
• Recruits, trains, schedules, and supervises OPS student employees, setting clear expectations for professionalism, service, confidentiality, responsiveness, and issue escalation.
• Oversees office procedures, coverage, digital workspaces, records, supplies, mail, conference rooms, and a visitor-ready environment. Coordinates authorized use, training, scheduling, documentation, service, and maintenance of college vehicles in compliance with university policy.
• Maintains templates, checklists, procedures, and documentation for recurring work and improves processes to strengthen service, accuracy, efficiency, continuity, and stewardship.

Travel, Expense, and Procurement Coordination

• Coordinates travel, expense, and procurement for the Dean and Associate and Assistant Deans, including itineraries, reservations, schedules, and logistics for approved business needs.
• Prepares and monitors travel authorizations, reimbursements, receipts, and supporting records; resolves routine issues; and coordinates with the UBA team to ensure timely reconciliation and compliance.
• Uses an assigned university purchasing card for approved Dean’s Suite purchases and maintains documentation, approvals, reconciliations, and records consistent with university policies and financial controls.
• Maintains templates, checklists, recurring-request tools, and approved workflows that improve process accuracy, timeliness, consistency, and efficiency.

Meeting Administration and Action Tracking

• Coordinates executive, governance, faculty, staff, board, committee, and Dean-assigned meetings and initiatives, including the Executive Committee, faculty meetings, staff town halls, Board of Governors, and Student Investment Fund Board. Supports annual faculty and staff award processes.
• Coordinates schedules, agendas, materials, participant communications, logistics, and complex calendar alignment involving the Dean and senior college or university leaders.
• Attends designated meetings and uses approved tools to capture discussions and prepare accurate minutes, action summaries, and related documents for review and distribution.
• Maintains action logs and follow-up systems documenting commitments, owners, deadlines, and status; issues reminders and escalates unresolved matters. Organizes source materials, committee and membership records, award documentation, and digital files for accuracy, traceability, access, and updating.

Digital Correspondence and Document Production

• Produces, proofreads, formats, and quality-checks executive correspondence, announcements, speeches, reports, spreadsheets, presentations, briefings, and other materials requiring accuracy, professionalism, and audience awareness.
• Maintains secure digital workflows and records using approved collaboration, forms, survey, document-management, and AI-enabled tools, with appropriate review, confidentiality, accessibility, version control, records retention, and responsible use.
• Reviews final materials for accuracy, clarity, consistent formatting, accessibility, audience suitability, version control, and alignment with approved sources and college or university standards.

Special Projects and Events

• Coordinates special and annual projects, processes, and events assigned by the Dean, providing confidential, organized, and timely administrative support.
• Manages annual performance reviews for Associate and Assistant Deans, department chairs, and directors, including schedules, materials, and required submissions.
• Oversees the Dean’s List communication process.
• Coordinates AACSB accreditation-visit documentation, travel, meeting schedules, room reservations, and leadership support.
• Plans Dean’s Suite events, including welcome activities and holiday gatherings, and supports major college events such as board meetings, town halls, receptions, and other high-profile engagements.
• Coordinates administrative, operational, and analytical projects, including the college directory, textbook compliance, commencement logistics, and recurring initiatives.
• Maintains accurate records, clear communications, organized timelines, and timely completion of assigned work.

Qualifications

Bachelor’s degree and four years of relevant professional experience in executive support, administration, operations, hospitality, or a related field; or a high school diploma or equivalent and eight years of experience in relevant professional experience in executive support, administration, operations, hospitality, or a related field. (Note: post-high school education may substitute for experience at the equivalent rate.)

Preferred Qualifications

• Experience providing confidential administrative support to a dean, senior executive, board, executive committee, or comparable leadership office, preferably in higher education, government, public service, or another complex organization.
• Strong organizational judgment, discretion, prioritization, routing, escalation, and follow-through.
• Exceptional interpersonal, written, and verbal communication skills and the professional presence to work effectively with internal and external stakeholders.
• Experience coordinating complex calendars, meetings, travel, expenses, purchasing, records, and recurring administrative processes.
• Experience preparing executive-level correspondence, briefings, reports, presentations, meeting records, and decision summaries.
• Advanced proficiency with Microsoft Office or comparable productivity and collaboration platforms.
• Experience with enterprise travel, procurement, finance, human resources, and customer relationship management systems, such as Concur, Workday, PeopleSoft, and Salesforce.
• Experience supervising, training, or scheduling student, temporary, or administrative staff.
• Familiarity with approved AI-enabled tools, workflow automation, digital forms, task-tracking, document-management, dashboards, and data-visualization tools.
• Ability to safeguard sensitive information and comply with applicable records, accessibility, information-security, and financial-control requirements.

University Information

One of the nation's elite research universities, Florida State University preserves, expands, and disseminates knowledge in the sciences, technology, arts, humanities, and professions, while embracing a philosophy of learning strongly rooted in the traditions of the liberal arts and critical thinking. Founded in 1851, Florida State University is the oldest continuous site of higher education in Florida. FSU is a community steeped in tradition that fosters research and encourages creativity. At FSU, there’s the excitement of being part of a vibrant academic and professional community, surrounded by people whose ideas are shaping tomorrow’s news!

Learn more about Florida State University and our campuses.

FSU Total Rewards

FSU offers a robust Total Rewards package. Visit our FSU Total Rewards website to learn more about our Compensation, Benefits, Wellness, Recognition, and Employee Development programs.

Use our FSU Total Compensation Calculator to calculate Total Compensation options based on potential salary, benefits and retirement contributions, earned leave, and other employment-related perks.

How To Apply

If qualified and interested in a specific job opening as advertised, apply through the FSU Careers site (jobs.fsu.edu). If you are a current FSU employee, apply through myFSU Self Service.

Applicants are required to complete the online application with all applicable information. Applications must include all work history up to ten years, and education details even if attaching a resume.

Considerations

This is an A&P position.

This position requires successful completion of a criminal history background check.

Equal Employment Opportunity

FSU is an Equal Employment Opportunity Employer.