Administrative Assistant Graduate Business Programs & Executive Education

Administrative Assistant Graduate Business Programs & Executive Education

Job Summary

The David Eccles School of Business seeks a proactive, highly organized professional to provide executive and administrative support to the Associate Dean of Graduate Business Programs & Executive Education and serve as the front-line presence for the department. This position is the operational anchor of the office : ensuring everything runs smoothly, visitors feel welcome, and leadership receives reliable, high-quality administrative and technical support.

The ideal candidate is resourceful, self-directed, and confident using technology to solve problems. They take ownership of their workspace, anticipate needs, and maintain a polished, professional environment that reflects the standards of the Eccles School.

Learn more about the great benefits of working for University of Utah :

Responsibilities

Executive & Administrative Support Serve as the primary support for the Associate Dean, managing complex calendars, scheduling meetings, and tracking action items.

Prepare meeting materials, presentation decks, and correspondence with exceptional attention to detail and tone.

Coordinate travel logistics and process reimbursements promptly.

Handle sensitive information with professionalism, confidentiality, and discretion.

Office & Front Desk Management Act as the first point of contact for students, faculty, and visitors, creating a warm, professional impression.

Maintain the appearance, organization, and functionality of the front office and shared spaces.

Monitor and reorder supplies, beverages, and hospitality items.

Take initiative to identify and address facility needs, ensuring a high-functioning, welcoming environment at all times.

Meetings, Events, & Logistics Coordinate meeting and small-event logistics, including scheduling, room setup, catering, and materials.

Confidently manage Zoom and Teams technology for hybrid or virtual meetings.

Provide on-site assistance for executive events and departmental gatherings as needed.

Team & Program Support Offer reliable administrative support to staff and faculty, including document prep, scheduling, and coordination.

Support special projects across the Graduate Programs and Executive Education portfolios.

Serve as a steady, professional presence that keeps the front office operating seamlessly, even when leadership is offsite.

Note : This job description does not comprehensively list all the required duties, responsibilities, and qualifications. Additional responsibilities may be assigned to support program needs.

Work Environment and Level of Frequency typically required Environment : The role is based in a shared, open workspace designed to encourage active communication, collaboration, and teamwork.

Nearly Continuously : In-person, open-office environment with regular interaction and collaboration among students, faculty, and team members.

Physical Requirements and Level of Frequency that may be required Nearly Continuously : Sitting, hearing, listening, and talking.

Often : Repetitive hand motions (such as typing), walking, bending, reaching overhead, and lifting up to 25 lbs.

Minimum Qualifications

Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Demonstrated experience in administrative or executive support, preferably in a professional or higher-education setting.

Strong organizational skills with the ability to manage multiple priorities under minimal supervision.

Exceptional written and verbal communication skills with professional polish.

Technical proficiency is essential. The successful candidate will confidently set up and manage Zoom and Teams meetings, create PowerPoint presentations, develop and format materials in Word and Excel, manage Outlook calendars, and troubleshoot routine issues independently.

Professional demeanor, reliability, and pride in maintaining a polished, efficient workspace.

Experience supporting executives or senior leadership.

Comfort learning and adapting to new software systems and platforms as needed.

Special Instructions

Requisition Number : PRN43577B

Full Time or Part Time? Full Time

Work Schedule Summary : Monday through Friday, on-site at the University of Utah.Occasional evenings or weekends may be required to support classes or events.This role is not eligible for hybrid or remote work and is considered an essential campus position supporting faculty, staff, and students in person.

Department : 00033 - Executive Education

Location : Campus

Pay Rate Range : 22.00 to 30.00 / hour

Close Date : 12 / 22 / 2025

Open Until Filled : To apply, visit

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