Executive Assistant to the Dean - School of Public Health

Wayne State University is searching for an experienced Executive Assistant to the Dean - School of Public Health at its Detroit campus location.

Wayne State is a premier, public, urban research university located in the heart of Detroit, Michigan where students from all backgrounds are offered a rich, high-quality education. Our deep-rooted commitment to excellence, collaboration, integrity, diversity and inclusion creates exceptional educational opportunities which prepare students for success in a global society.

Essential functions (job duties):

The Executive Assistant provides high-level executive and administrative support and serves as the operational hub of the Dean's Office. The position manages scheduling, communications, administrative operations, meetings, and event coordination to ensure the efficient functioning of the office. The Executive Assistant serves as a trusted point of contact for internal and external stakeholders, exercises independent judgment in handling confidential matters, and works closely with the Dean and Director of Strategic Initiatives to support execution of school priorities. This position reports to the Dean of the School of Public Health.

• EXECUTIVE CALENDAR + ADMINISTRATIVE SUPPORT: Manage the Dean's complex and dynamic calendar, coordinating a high volume of meetings, events, travel, and stakeholder engagements. Independently prioritize requests, resolve scheduling conflicts, track commitments, deadlines, and follow-up activities to ensure effective use of the Dean's time. Manage travel arrangements, purchasing, expense reporting, reimbursements, records management, supplies, and related administrative systems. Develop and maintain efficient office procedures and identify opportunities to improve workflows through technology and process improvements.

• STAKEHOLDER RELATIONS + OFFICE COORDINATION: Serve as a primary point of contact for the Office of the Dean, responding to and prioritizing inquiries from internal and external stakeholders, addressing routine matters independently, and facilitating appropriate follow-up. Coordinate faculty affairs and other administrative processes managed through the Dean's Office, ensuring confidentiality, compliance with university policies, and effective collaboration across the school and university.

• EXECUTIVE COMMUNICATION + BRIEFING SUPPORT: Draft, edit, and coordinate correspondence, presentations, reports, agendas, briefing materials, and other communications on behalf of the Dean. Research and compile background information from a variety of sources and prepare summaries to support meeting preparation. Ensure the Dean is informed and prepared for meetings, presentations, and public engagements. Exercise discretion in handling highly sensitive and confidential information.

• EVENT + PROJECT COORDINATION: Coordinate meetings, retreats, advisory board activities, accreditation visits, community engagement events, and other activities sponsored by the Dean's Office. Manage logistics, scheduling, communications, materials preparation, and operational support. Coordinate administrative projects and follow-up activities assigned by the Dean and monitor progress against established timelines.

Perform other related duties as assigned.

Unique duties:

Qualifications:

Education: Bachelor's degree

• Bachelor's degree from an accredited college or university in business, public administration, communications, healthcare, public health, or a related field, or an equivalent combination of education and experience.

Experience: Specialist (minimum 5 years of job-related experience)

• Minimum five years in progressively responsible administrative or office management positions in support of organizational executives; in higher education, healthcare, public health, government, or another complex organizational environment preferred.
• Demonstrated experience managing complex executive calendars, communications, and administrative processes.
• Demonstrated ability to leverage digital technologies and administrative systems to improve efficiency and workflow management.
• Event planning experience preferred.

Knowledge, Skills, and Abilities:

• Communication and Relationship Management: Excellent written, verbal, and interpersonal communication skills. Demonstrated ability to communicate clearly, concisely, and professionally with diverse constituencies, including faculty, staff, students, university leadership, community partners, and external stakeholders. Strong editing, proofreading, and correspondence preparation skills.

• Organizational and Administrative Excellence: Exceptional organizational and time-management skills with the ability to manage multiple priorities, coordinate complex schedules and activities, and meet demanding deadlines. Demonstrated attention to detail, accuracy, and follow-through. Ability to anticipate needs, proactively address issues, and effectively manage competing responsibilities in a fast-paced environment.

• Professional Judgment and Confidentiality: Strong analytical and problem-solving skills with the ability to exercise sound judgment and make decisions within established policies and procedures. Ability to handle sensitive, confidential, and highly visible matters with discretion, professionalism, and diplomacy.

• Technology and Administrative Systems: Advanced proficiency with Microsoft Office applications, including Outlook, Word, PowerPoint, Excel, and Teams. Ability to learn and effectively utilize new technologies, digital tools, and administrative systems to improve efficiency, communication, and workflow management.

• Collaboration and Customer Service: Commitment to providing exceptional customer service and fostering positive experiences for internal and external stakeholders. Ability to build productive working relationships, work independently and collaboratively, adapt to changing priorities, and respond effectively to unexpected challenges.

Preferred qualifications:

The hiring manager highly recommends including a cover letter with your application.

School/College/Division:

H22 - School of Public Health

Primary department:

H2201 - School of Public Health Admin

Employment type:

• Regular Employee
• Job type: Full Time
• Job category: Staff/Administrative

Funding/salary information:

• Compensation type: Annual Salary
• Salary hire maximum: 78,100

Working conditions:

Normal office environment. Normal business hours Monday through Friday, with flexibility for any evening or weekends.

Job openings:

• Number of openings: 1
• Reposted position: No
• Reposted reason: None (New Requisition)
• Prior posting/requisition number:

Background check requirements:

University policy requires certain persons who are offered employment to undergo a background check, including a criminal history check, before starting work. If you are offered employment, the university will inform you if a background check is required.