Executive Assistant

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This position presents an opportunity for an administrative professional to work in a highly collaborative, mission-driven organization and contribute to a broad range of student-, faculty-, and community-centered initiatives. The Executive Assistant provides high-level administrative, operational, and project support to the Alice Sheets Marriott Dean of Libraries as well as to additional members of the J.Willard Marriott Library’s leadership team. This includes complex calendaring, meeting logistics, and project management. This position will be responsible for managing the administrative aspects of the faculty annual review and promotion and tenure processes. The Executive Assistant position requires substantial independent coordination and organization abilities and excellent communication skills, as well as the ability to manage sensitive and confidential information. This role serves as a representative of the Dean to both internal and external stakeholders and as a liaison between the Dean’s office and many different administrative and academic campus departments.

This position is required to work on campus full-time. Telecommuting will only be authorized for occasional/exceptional circumstances.

We seek qualified applicants who bring perspectives and experiences that will enrich and strengthen our organization and enhance our commitment to access and belonging. We welcome applications from candidates of all backgrounds, including those who may not have followed a traditional educational or professional path.

This position is not eligible for work visa sponsorship.

Responsibilities: 

Provides comprehensive administrative support to the Dean, exercising sound judgement, problem solving skills, discretion, and professionalism.

Manages complex calendars, scheduling priorities, travel arrangements, and meeting logistics.

Provides administrative and project coordination support for strategic initiatives, operational priorities, committees, and programs for the Dean.

Assists in planning, tracking milestones, maintaining documentation, and monitoring deliverables for Dean-sponsored initiatives.

Anticipates leadership needs and proactively prepares materials, agendas, and briefings for meetings, retreats, and external engagements.

Maintains efficient workflows for information management and task prioritization in the Administrative Office, including supporting office operations.

Supervises and supports other administrative staff, helping manage workflow and providing coaching and feedback to ensure operational excellence.

Provides administrative support for the Marriott Library faculty annual review and promotion and tenure processes.

Support GRAMA Appeals processes working closely with the Appeals Officer and the Office of General Counsel.

Provide support to the Dean’s leadership team as needed.

Performs other duties as assigned in support of the Dean.

Minimum Qualifications: 

Bachelor’s degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)

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

Preferences: 

Supervisory experience

Familiarity with the University of Utah’s administrative structure and operations

Previous experience in a university or cultural heritage institution

The duties, qualifications, and preferences listed in this posting are intended to give applicants an understanding of the role we are seeking to fill and the types of skills, experience, and education that may have prepared someone to be effective in this role. We do not expect any candidate to be a perfect match for this list or to perform all of the duties with equal proficiency on day one. In your resume and cover letter, please highlight the most relevant qualifications you would bring to this position based on the posting, and tell us how your background, perspective, and experience will help us fulfill our mission and meet our goals.

Type: 

Benefited Staff

Special Instructions Summary: 

All applications received by August 12, 2026 will receive full consideration.

This is a local recruitment. Out of area candidates will be responsible for travel costs for final in-person interviews and for moving costs, if selected. The candidate will also need to be available to travel to Salt Lake City within 5-7 days of notice for final in-person interviews.

Required documents to upload:

Resume

Cover Letter

List of 3 Professional References

Additional Information: 

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu

https://publicsafety.utah.edu/safetyreport/ This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.