Job Details

Executive Assistant to the Dean

Position Number: 6995951
Location: San Diego, CA
Position Type: Executive Assistants

Executive Assistant to the Dean

Position Title & Department:
Executive Assistant to the Dean; Knauss School of Business

Posting #
5497
Department Description:
The Knauss School of Business at USD embraces a stewardship approach to business education. Stewardship requires businesses to protect and care for society in pursuit of a greater good. The Knauss School community of faculty, staff, students and graduates, embrace stewardship by applying values-driven, free-enterprise skills to improve businesses, industries, and the lives of people in our community and around the world. We provide academically rigorous, relevant and values-based education and research. Degree programs in the Knauss School of Business are AACSB accredited, with the undergraduate and MBA programs being highly ranked both domestically and internationally.

University Description:
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity's urgent challenges.
Detailed Description:
The Executive Assistant to the Dean provides high-level administrative, operational, and coordination support to the Dean and Dean Team of the Knauss School of Business. Working under the general supervision of the Dean and in close collaboration with senior leadership, the position serves as a central point of contact for internal and external stakeholders, including faculty, staff, alumni, donors, and the School's Board of Advisors. Exercising independent judgment and a high degree of discretion, the Executive Assistant manages complex scheduling, correspondence, meetings, governance and committee support, travel, and expense reconciliation; supports strategic, accreditation, and institutional initiatives; and coordinates events and hospitality activities for the Dean. The role ensures the efficient day-to-day operation of the Dean's Office while supporting the effective execution of the School's academic, strategic, and external engagement priorities. Requires a general working knowledge of the university and a comprehensive working understanding of the Knauss School of Business. As assigned at the discretion of the Dean, the position may require work on the occasional night and/or weekend.

Duties and Responsibilities:
Dean and Dean Team Administration:

Provides administrative and logistical support for the Knauss School of Business Board of Advisors, including coordinating meeting schedules, preparing agendas and briefing materials, maintaining board rosters, recording and distributing minutes, and tracking follow-up action items on behalf of the Dean.
Serves as a liaison between the Dean, Board members, Advancement, and Alumni Relations to support engagement, communications, and stewardship activities.
Supports the Dean's external-facing responsibilities, including interactions with donors, alumni, corporate partners, and advisory board members, ensuring a high level of professionalism, responsiveness, and confidentiality.
Assists in the coordination of strategic initiatives, accreditation-related activities, and institutional reporting by organizing materials, tracking timelines, and supporting communication with internal and external stakeholders as directed by the Dean and senior leadership.
Handles sensitive governance, personnel, and institutional matters with a high degree of discretion, judgment, and professionalism, often involving confidential or time-critical information.
Independently responsible for managing the Dean's complex and multifaceted calendar and appointment schedule on a daily basis.
Provides administrative assistance to the Dean with regard to various committees the Dean is assigned to chair, including various search committees.
Requests and organizes briefing materials/presentations.
Researches, drafts, and produces reports as assigned.
Works closely with the Dean and the Associate Dean of Budget & Operations to ensure that all new policies are in print.
Coordinates all travel on behalf of the Dean.
Assists the Dean in reconciling his/her monthly expense report and reimbursement requests.
Manages and oversees administrative and operational functions within the Dean's suite, including procurement of supplies, organization of workspaces, and coordination of guest parking arrangements utilizing the Dean's reserved spaces.
Provide administrative assistance to members of the Dean Team as needed.

Dean-Hosted Hospitality Support:

Coordinates the logistics for large faculty meetings, staff and admin meetings, as well as committee meetings convened by or on behalf of the Dean and Dean Team.
Coordinates services with the university Facilities department to prepare meeting and event spaces for Dean-hosted meetings, official functions and executive-level gatherings, as assigned by the Dean or Dean Team.
Coordinates catering and related services for Dean-hosted events, leadership meetings and select School functions specifically assigned by the Dean or Dean Team.
Coordinates visit logistics, itineraries, and hospitality arrangements for distinguished guests, external partners, donors, and executive visitors hosted by the Dean, as assigned by the Dean and Dean Team.
Proactively communicates information about high profile visitors and executive guests hosted by the Dean to relevant internal stakeholders within the Knauss School (e.g. including but not limited to development, industry and employer relations, alumni relations, marketing and communications, events, etc.) to ensure coordinated engagement.

Other duties as assigned.

Tools and Equipment Used:

Computer, fax, multi-line phone, printer, photocopier, scanner, Internet, e-mail, and voicemail.
Other related office equipment.

Special Conditions of Employment:

The position may require work on the occasional night and/or weekend.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
Job Requirements:

Minimum Qualifications:

Bachelor's degree from an accredited college or university.
3+ years experience in office management and/or general administrative support.

Preferred Qualifications:

Bachelor's degree in business or related field from an accredited college or university.
3+ years experience in office management and/or general administrative support within higher education.

Performance Expectations - Knowledge, Skills and Abilities:
Knowledge of and experience with:

Computer fluency in word processing, database, and spreadsheet software.
Familiarity with or demonstrated willingness to learn AI-based tools for administrative activities and tasks.
Experience supporting senior academic leadership in a complex, highly visible environment.
Understanding of governance structures, advisory boards, and external stakeholder engagement within higher education or comparable organizations.
Ability to interact professionally with senior executives, board members, donors, and external partners.
Strong organizational skills with the ability to manage competing priorities involving academic, operational, and external constituencies.
Ability to set priorities and work with interruptions, little supervision, and initiative.
Ability to maintain confidentiality, make independent decisions, and provide consultative services to administrative and academic personnel.
Ability to triage and prioritize calls, set priorities independently, and work under pressure.
Ability to effectively complete high pressure, time-sensitive tasks.
Ability to prioritize workload effectively.
Ability to be self-directed.
Administrative experience with exercise of independent judgement, prioritizing work, and delegating work to others.
Ability to foresee future needs and respond accordingly.
Ability to recognize the need for policy development and then develop and assist in the implementation of policies.
Experience writing correspondence, such as drafting materials for publication, and communicating with diverse audiences.

Demonstrated performance in:

Effectively collaborating with individuals of diverse backgrounds.
Taking initiative to organize and manage conflicting goals and agendas.
Using internet and email tools.
Problem solving and analytical skills.
Work effectively with minimal supervision.
Excellent communication and interpersonal skills.
Possess skills of tact, poise, diplomacy, and hospitality, with a diverse population, in a demanding environment.
Effective oral and written communication skills.
Remaining flexible and interested in working in a growing and changing organization.
Spanish skills preferred but not required.

Posting Salary:

$29.00 - $36.00 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Special Application Instructions:

Resume and Cover Letter Required

Click the 'Apply Now' button to complete our online application. In addition, please upload a cover letter and resume to your application profile for the hiring managers' review. If you have any questions or difficulties please contact the Employment Services Team at jobs@sandiego.edu.
Additional Details:

37.5 Hours per week
In addition, the Knauss School of Business offers two different compressed work schedule options following a 9/75 structure in which employees have 1 to 1.5 days off over every two-week period.

Closing date: April 1, 2026

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.

The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.

To apply, visit https://jobs.sandiego.edu/cw/en-us/job/497272