Executive Assistant, Office of the President

Location
Hoboken, NJ
Posted
Aug 25, 2017
Executive Administration Jobs
Presidents & Chancellors
Institution Type
Four-Year Institution

Job Description

Position Summary

The Executive Assistant, Office of the President, is responsible for administrative operations of the Office of the President. Reporting to the Chief of Staff, the Executive Assistant manages scheduling, correspondence and travel arrangements for the President, and leads/coordinates with appropriate other departments on special events and meetings hosted by the President and/or the Office of the President. The Executive Assistant to the President has recurring contact with members of the Board of Trustees, senior administrators and executives, public and private officials, the media, students, and parents. The Executive Assistant to the President exercises initiative and independent judgment in managing the President's schedule and the office's daily activities. The Executive Assistant monitors the budgets supporting the work of the Office of the President, and ensures timely and accurate record-keeping for travel expenses, time recording, and other office operations. This position supervises an Administrative Assistant.

Responsibilities

  • Manage scheduling and travel arrangements for the President.
  • Prepare correspondence, emails and reports as needed.
  • Coordinate and schedule internal and external meetings, including developing itineraries and coordinating the schedules of other internal and external participants.
  • Participate in Cabinet meetings, take minutes, proofread and disseminate to Cabinet.
  • Promote a positive image of the University by greeting and receiving visitors to the President's office, responding to inquiries from diverse constituencies, providing authoritative information regarding University policies or decisions, referring inquiries or problems to the appropriate office or person, resolving problems, and following up to determine the inquirer's satisfaction with the response.
  • Coordinate the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office for outgoing communications.
  • Assist with special events including Commencement, Convocation, the President's Distinguished Lecture Series and off-campus meetings.
  • Review and process expense reports and entries for the President. Monitor expenses relating to the operation of the Office.
  • Schedule use of the President's Conference Room and the Taylor Board Room.
  • Oversee arrangements for events and guests at Hoxie House, the home of the President, including coordination with housekeeper.
  • Other responsibilities as assigned.


Required Education: Bachelor's degree

Required Experience: Five or more years of experience directly supporting a President or senior executive

Required Skills: Proficiency with all Microsoft Office applications is expected. The ability to effectively use Google Docs and manage multiple schedules in Google Calendar is necessary. Proficiency with Workday, Concur, and/or similar systems is highly desired. Excellent communication skills are required, including the abilities to draft and edit complex documents and emails and manage a high volume of telephone calls. Ability to effectively delegate, monitor and follow up on the progress of multiple assignments. Strong interpersonal skills, a high level of tact and the ability to interact with all members of the University Community are needed. The Executive Assistant must handle confidential information in a discreet manner, possess the ability to be proactive, manage multiple priorities and maintain a professional demeanor.


Department
Office of Chief of Staff


General Submission Guidelines:

In order to be considered a candidate for any job at Stevens, you must submit an online application. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.


Still Have Questions?

If you have any questions regarding your application, please contact Jobs@Stevens.edu


EEO Statement:

Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status.


Stevens is building a diverse faculty, staff and student body and strongly encourages applications from female and minority candidates as well as veterans and individuals with disabilities. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes.



Jeanne Clery Disclosure:

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the Department of Public Safety is required to publish an annual security report which includes statistics mandated by the Clery Act. You can obtain a copy of this report by accessing the following web site: http://www.stevens.edu/sit/police

PI99153584