Executive Assistant
Princeton University - Princeton, NJ

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This is a one year term appointment.

Princeton University seeks a dynamic and self- motivated professional to join the Office of the Executive Vice President as an executive assistant. This is an exciting opportunity to utilize your superior administrative, organizational and interpersonal skills to provide high-level support and assistance to the executive vice president and other senior managers in a fast-paced environment. The successful candidate will be able to complete complex assignments quickly, respond with appropriate urgency to situations that arise and solve difficult problems proactively and efficiently. The executive assistant must exercise a high level of judgment, integrity and discretion in handling confidential information and be the consummate professional in interacting with all levels of individuals internal and external to the University.

The position's primary responsibilities are:

1) Represent the office to, and interact with, senior administrators, faculty, staff, students, alumni and trustees, as well as distinguished individuals outside the university. Independently manage incoming requests to the office of the executive vice president by determining priorities, in addition to researching, responding or delegating responses as appropriate on behalf of the vice president.

2) Coordinate meeting schedules and agendas with other cabinet-level offices and manage agendas and membership for 340-member academic and administrative managers group (AAMG). Coordinate scheduling and agendas for Executive Staff, Executive Compliance Committee and Athletics Budget Committee meetings. Draft and distribute Athletics Budget Committee minutes.

3) Identify, prioritize, and coordinate other meeting materials and follow-up documents to assist the executive vice president in accomplishing objectives, deadlines and commitments. Prepare final meeting agendas, visual presentations, handouts and minutes. Draft correspondence.

4) Manage the design and maintenance of the Office of the Executive Vice President Webpage.

5) Coordinate and organize the executive vice president's Merit Increase Program (MIP) data for all staff in administration.

6) Assist the executive vice president and other senior staff members by independently managing other special and on-going projects including fundraising efforts, data collection, analysis, compilation of reports and briefings based on independent research. Share information and best practices, and consult with the executive vice president's direct reports and their staff to improve effectiveness of administration.

7) Supervise office support assistant: allocate and monitor office responsibilities. Approve assistant's work schedule and time collection. Supervise and approve time collection for summer intern and academic-year student employee.

8) Evaluate and prioritize time requests and manage the complex and dynamic schedule of the executive vice president. Translate the executive vice president's priorities into detailed action plan and schedule under significant constraints.

9) Evaluate and approve or reject campus-wide requests for mass emails and mass bulk mailings to ensure conformance to university guidelines and/or to recommend improvements to University policy.

10) Manage office budget and finances, and oversee accounts reconciliation. Review cabinet travel and expense vouchers for accuracy, completeness and validity of expenditures.

11) Co-ordinate travel arrangements for the executive vice president and campus visitors, and manage special events and retreat logistics.

Essential Qualifications
The successful candidate will have a college degree or equivalent work experience and five or more years of relevant experience supporting a senior administrator or executive.

In addition, the following skills and competencies are required:

1) Demonstrated ability to take initiative, be flexible, and thrive in a fast paced environment.

2) Strong work ethic.

3) Excellent interpersonal skills with strong orientation towards service and teamwork.

4) Excellent oral and written presentation and communication skills.

5) Excellent judgment, organizational and managerial skills. Ability to prioritize effectively.

6) Strong analytical, problem solving and data gathering skills.

7) Bias towards quality and accuracy; extremely detail oriented.

8) Excellent computer skills including advanced proficiency using e-mail (Outlook), web browsers (Explorer) and the Microsoft Office suite of applications (Word, Excel, Access, PowerPoint).

9) Financial expertise, competency managing budgets, and the ability to use Princeton University's financial systems (PeopleSoft, Datamall etc).

10) High level of professional discretion and confidentiality.

11) Willingness and ability to learn and develop.

The final candidate for this position will be required to successfully complete a background check.

Preferred Qualifications
Experience with the administration of Princeton University or another university preferred, but not required.

Princeton University - 14 months ago - save job - block
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This prince's kingdom is covered with ivy. Princeton University is a member of the Ivy League, an elite group of top-ranked schools in...