Executive Assistant to the Dean

Executive Assistant to the Dean

Salary

$54,796.00 - $85,574.00 Annually

Location

Main Campus, Moraga, CA

Job Type

Full-Time

Job Number

202600065

Division

Academic Affairs Division

Department

School of Education

Opening Date

08/10/2026

Closing Date

Continuous

• Description
• Benefits
• Questions

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About Saint Mary's College

Founded in 1863, Saint Mary's College of California is a residential institution in the Moraga Valley, 20 miles east of San Francisco, rooted in the Catholic, Lasallian, and Liberal Arts traditions. Enrolling more than 3,000 undergraduate and graduate students, the College integrates liberal and professional education within a mission shaped by the De La Salle Christian Brothers. Known for academic excellence, innovation, and responsiveness, Saint Mary's fosters shared inquiry, meaningful student engagement, and a strong commitment to diversity, leadership, and service.

Why Join Saint Mary's College?

At Saint Mary's, your work has visible impact. As a close-knit residential college, employees work collaboratively across departments-your ideas, leadership, and contributions directly shape the student experience and the future direction of the institution. Colleagues partner across divisions, decisions are grounded in mission, and innovation is encouraged. If you are seeking a workplace where purpose, community, and professional growth intersect-and where your work truly matters-Saint Mary's offers that opportunity.

Job Title

Executive Assistant to the Dean

Job Summary

Reporting to the Dean, the Executive Assistant to the Dean provides comprehensive executive-level administrative, operational, and project support to ensure the effective administration of the School. Serving as the primary administrative liaison for the Deans Office, the Executive Assistant exercises a high degree of independent judgment, discretion, professionalism, and confidentiality while coordinating executive communications, academic operations, faculty support, committee activities, budget administration, special projects, and school-wide initiatives.

The Executive Assistant serves as a key resource for faculty, staff, students, alumni, advisory boards, and external partners by facilitating the efficient operation of the Deans Office and supporting the Schools strategic priorities in alignment with the mission and values of Saint Marys College.

Essential Responsibilities

Executive Support

• Provide comprehensive executive-level administrative support to the Dean, including complex calendar management, scheduling, travel coordination, meeting logistics, and executive correspondence.
• Screen and prioritize requests for the Deans time, exercising sound judgment in managing competing priorities, deadlines, and confidential matters.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, meeting materials, agendas, minutes, and other executive communications.
• Manage confidential records, files, and documentation in accordance with College policies, records retention requirements, and applicable privacy standards.
• Serve as the primary point of contact for the Deans Office, responding to inquiries and directing matters to the appropriate resources.
• Coordinate special projects and initiatives on behalf of the Dean and monitor progress to ensure timely completion.
• Maintain effective communication between the Deans Office and faculty, staff, students, administrators, alumni, advisory boards, and external constituents.

Academic Affairs & Faculty Support

• Coordinate faculty recruitment activities, including scheduling interviews, committee meetings, candidate itineraries, and recruitment logistics.
• Assist with faculty appointment, promotion, tenure, sabbatical, leave, evaluation, and other confidential academic personnel processes.
• Coordinate faculty meetings and prepare agendas, meeting materials, minutes, and follow-up communications.
• Maintain confidential faculty personnel records and related documentation.
• Assist with adjunct faculty appointments, contracts, workload documentation, and other academic personnel transactions.
• Coordinate School participation in commencement, convocation, faculty recognition events, and other academic ceremonies.
• Support accreditation activities by coordinating documentation, meetings, timelines, and related administrative processes, as applicable.
• Assist with academic scheduling, committee coordination, and implementation of School initiatives.

Operational & Financial Support

• Monitor and assist with the Schools operating budget by processing purchase requisitions, invoices, expense reimbursements, travel requests, contracts, and other financial documentation.
• Maintain accurate records related to budgets, purchasing, contracts, and expenditures.
• Coordinate space reservations, event logistics, travel arrangements, and hospitality for School meetings, conferences, and special events.
• Assist with preparation of reports, data collection, and documentation supporting School operations and strategic planning.
• Recommend improvements to administrative processes, workflows, and office procedures that enhance operational efficiency.

Communication, Customer Service & Project Coordination

• Serve as the Schools primary administrative liaison by establishing and maintaining collaborative working relationships with faculty, staff, students, alumni, donors, advisory boards, community partners, and external agencies.
• Coordinate School communications, announcements, newsletters, websites, and other informational materials as assigned.
• Interpret College and School policies and procedures to respond to inquiries and provide guidance or referrals, as appropriate.
• Coordinate committee meetings, advisory board meetings, and other governance activities, including scheduling, preparation of meeting materials, recording minutes, and tracking follow-up actions.
• Provide exceptional customer service while handling sensitive and confidential matters with diplomacy, professionalism, and sound judgment.

Other Duties as Assigned

Experience and Qualifications

Education: Bachelors degree from an accredited institution in Business Administration, Public Administration, Higher Education Administration, Communications, English, or a closely related field required. Master's degree preferred.

Experience: Minimum of five (5) years of progressively responsible experience providing executive-level administrative support required. Experience supporting senior leadership within higher education, Academic Affairs, or a comparable professional environment preferred.

Skills / Abilities

• Demonstrated ability to exercise sound independent judgment, discretion, diplomacy, and professionalism.
• Exceptional organizational, project management, and time-management skills.
• Ability to manage multiple priorities and meet competing deadlines in a fast-paced environment.
• Excellent written, verbal, proofreading, and interpersonal communication skills.
• Demonstrated ability to prepare professional correspondence, reports, presentations, and executive communications.
• Ability to maintain confidentiality while handling sensitive personnel, financial, student, and institutional information.
• Strong customer service skills and the ability to establish productive working relationships with individuals at all organizational levels.
• Ability to interpret and apply College policies, procedures, and administrative guidelines.
• Knowledge of budget administration, purchasing, travel reimbursement, and basic financial processes.
• Proficiency with Google Workspace, Microsoft Office Suite, and other office technologies.
• Experience using enterprise resource planning (ERP) systems and document management systems preferred.
• Ability to work independently while contributing effectively as a collaborative member of the School leadership team.
• Demonstrated initiative in identifying opportunities to improve administrative processes and operational effectiveness.

Licenses & Certifications:

N/A

Application Review & Recruitment Timeline

This position is part of a continuous recruitment and will remain open until filled. The first review of applications will begin on August 24, 2026. To be considered in the initial review, please submit your application before this date.

Interviews are tentatively scheduled to take place during the week of September 14, 2026.

Additional application materials may be reviewed on an ongoing basis until the position is filled.

Supplemental Information

Please upload your responses to the following questions as a separate document along with your resume. Use clear, specific examples from your experience, including your role, actions taken, and outcomes where applicable. Responses will be used to evaluate your qualifications and fit for the position.

• This position is responsible for coordinating School of Education events from planning through execution. Please describe your experience managing meetings, conferences, workshops, or other large-scale events. What was your role, and how did you ensure everything ran smoothly?
• Describe a time you managed multiple high-priority projects or requests for a senior executive while balancing competing deadlines. How did you prioritize your work and ensure nothing was overlooked?
• One of the key priorities for this position is managing communications for the School of Education. Please describe your experience preparing executive correspondence, newsletters, presentations, or other communications. How did you ensure your communications were professional, accurate, and effective?
• This position requires frequent interaction with faculty, staff, students, advisory board members, and external partners. Tell us about a time you built strong working relationships with multiple stakeholders while providing exceptional customer service. What challenges did you encounter, and how did you address them?
• Please describe your experience maintaining confidential information while supporting executive leadership. How did you ensure discretion and professionalism when handling sensitive personnel, financial, or organizational matters?
• Kimberly identified improving the Continuing Education Unit (CEU) system as one of the first priorities for this position. Describe a time you identified an opportunity to improve an administrative process or office workflow. What changes did you implement, and what was the outcome?

Saint Mary's College of California Employee Benefits Guide

Saint Marys College of California provides a comprehensive and competitive benefits program designed to support the health, financial security, and overall well-being of eligible faculty and staff.

This Benefits Guide provides a general overview of available programs. It is not a contract and does not modify plan documents, insurance policies, or official College policies. In the event of any discrepancy, official plan documents and College policies govern.

Health Insurance

The College offers a range of medical plan options to allow employees to select coverage that best meets their individual and family needs. Plan offerings may include:

• PPO medical plans

• HMO medical plans

• High Deductible Health Plans (HDHP), where applicable

Specific carriers and plan designs are outlined in the annual open enrollment materials.

Eligible Dependents

Eligible dependents may include:

• A legally married spouse

• A state-registered domestic partner

• Qualifying children up to age 26

Dependent eligibility is subject to plan terms and required documentation.

Flexible Spending Accounts (FSA)

Saint Mary's College offers employees the opportunity to participate in pre-tax Flexible Spending Accounts, which may include:

• Health Care FSA - for eligible medical, dental, and vision expenses

• Dependent Care FSA - for eligible childcare or dependent care expenses

Annual contribution limits are established by the Internal Revenue Service (IRS).

Life Insurance

The College provides employer-paid basic life insurance coverage for eligible employees. Additional voluntary life insurance options may be available, including:

• Basic Term Life

• Basic Accidental Death & Dismemberment (AD&D)

• Optional Employee Life Insurance

• Optional Dependent Life Insurance

• Optional AD&D coverage

Coverage levels, eligibility, and enrollment details are outlined in plan materials.

Dental & Vision Insurance

Eligible employees may enroll in dental and vision coverage. In some cases, dental and vision plans may be elected independently of medical coverage, providing flexibility based on individual needs.

Plan details, network information, and coverage summaries are provided during enrollment.

Disability Benefits

Saint Mary's College provides disability coverage designed to protect income in the event of a qualifying illness or injury. Benefits may include:

• Short-Term Disability (STD)

• Long-Term Disability (LTD)

Eligibility and benefit amounts are determined according to plan documents.

Retirement Benefits

Saint Mary's College offers retirement benefits to support long-term financial planning. Eligible employees may participate in:

• A defined contribution retirement plan

• Employer contributions in accordance with College policy

• Voluntary employee pre-tax and/or Roth contributions, subject to IRS limits

Plan details, vesting schedules, and eligibility requirements are outlined in official retirement plan documents.

Employees are encouraged to review plan materials carefully and consult with financial advisors as needed to fully understand retirement options.

Additional Benefits & Campus Resources

As part of the Saint Mary's College community, faculty and staff may also enjoy:

• Tuition Assistance Programs

• Access to campus fitness and wellness programs

• Access to the College library and the Hearst Art Gallery

• Discounts at the campus bookstore and dining services

• Access to cultural events and campus activities

• Community partnerships and local discounts in the Lamorinda area

Equal Employment Opportunity

Saint Mary's College of California is an equal opportunity employer committed to fostering an inclusive and respectful work environment consistent with its Lasallian values.

Important Notice

All benefits, policies, and programs described in this guide are subject to change without notice. Participation and eligibility are governed by official plan documents, College policies, and applicable federal and state laws.

Contact Information

For additional information regarding employee benefits:

Human Resources

Saint Mary's College of California

Moraga, CA 94575

Email: hr@stmarys-ca.edu

01

Do you possess a Bachelors degree from an accredited institution in Business Administration, Public Administration, Higher Education Administration, Communications, English, or a closely related field?

• Yes
• No

02

Do you have at least five (5) years of progressively responsible experience providing executive-level administrative support?

• Yes
• No

03

Do you have experience supporting senior-level leadership in higher education, Academic Affairs, or a comparable professional environment?

• Yes
• No

04

The anticipated hiring salary for this position is $70,185 annually. Does this meet your salary expectations?

• Yes
• No

05

Are you available to work full-time on-site, Monday through Friday, for this position?

• Yes
• No

06

Do you have legal authorization to work in the United States?

• Yes
• No

Required Question

Employer Saint Marys College of California

Address 1928 Saint Marys Road

Moraga, California, 94575

Website http://jobs.stmarys-ca.edu