Overview

Princeton University seeks a talented, energetic executive assistant to provide high-level executive and administrative support to the incoming vice president and secretary of the University. The Vice President and Secretary has administrative responsibility for the University’s board of trustees; oversees major University convocations; manages a range of projects related to the University’s strategic initiatives, major development priorities, and presidential outreach; and functions as the president’s chief of staff.

 

The executive assistant to the vice president and secretary has a broad set of responsibilities, including supporting the vice president and secretary directly; managing the day-to-day operations of the office, including supervisory responsibilities for several staff members; managing the office’s finances; and handling a range of special projects. The executive assistant will support the vice president and secretary in a variety of activities and serve as a primary resource to other University and external offices. 

 

The executive assistant should take a proactive response to anticipating the needs of the vice president and secretary, and exercise autonomy for a number of complex tasks.  Success in the role will require: a proactive and collaborative working style; thorough knowledge of the University; an ability to gather and absorb complex details pertaining to special assignments; exceptional communications skills; excellent judgment, including as pertains to sensitive and confidential information; and an ability to manage numerous projects effectively and efficiently. The executive assistant must have the versatility to manage the vice president's calendar as well as a variety of special assignments as they arise.

Responsibilities

Responsibilities of the Executive Assistant to the Vice President

• Manages a complex and dynamic calendar: responds on a daily basis to requests that can be complicated or sensitive and may necessitate an appropriate setting of expectations and prioritization.
• Fields telephone calls and visits: decides on a daily basis which inquiries can be handled directly, which should be referred elsewhere, and which must be addressed by the Vice President and Secretary. Responds independently to inquiries and requests for information from external sources.
• Organizes and sets priorities among a variety of complex tasks, including a high volume of regularly occurring work and a constantly changing array of special projects and calendar demands.
• Organizes, manages, and provides administrative support for special events and programming; undertakes research projects and collects and analyzes data as background for meetings and special initiatives.
• Supports the collection, production, and dissemination of materials for meetings and events; helps to prepare Power-Point presentations and other materials in electronic or printed format.
• Takes initiative, pro-actively supporting the Vice President and Secretary and the Office of the President.
• Is able to work independently.
• Works effectively with members of the senior administration, administrative support personnel and colleagues across campus.
• Is an effective, creative, and resourceful problem solver.
• Identifies, prepares and compiles necessary materials to ensure that the Vice President and Secretary has appropriate information for meetings, projects, etc.
• Oversees the office budget and expenses, the reconciliation of accounts, and the payment of vendors.
• Assists with preparations for trustee meetings.
• Arranges travel schedules, itineraries.
• Upon occasion, arranges for campus visits for a range of visitors to campus.
• Understands and is compliant with all University policies and regulations, including financial and human resources policies.

Qualifications

ESSENTIAL QUALIFICATIONS:

• BA. or the equivalent years of experience
• Five to ten years of relevant experience
• Ability to handle multiple tasks within a heavy workload with grace and good humor and who, without hesitation, assists others as circumstances may require
• Excellent organizational skills and ability to manage multiple priorities in a fast paced, changing environment
• Meticulous attention to detail and accuracy in matters of proofreading, document processing, and relaying messages
• High degree of judgment and professionalism as well as a profound respect for the confidentiality of the documents and communications involving the office
• Ability to be proactive, to demonstrate initiative and to exercise discretion; ability to work independently and accurately
• Ability to plan ahead and anticipate needs of the Vice President and the office
• Strong work ethic; commitment to completing work on a timely basis
• Flexibility; resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances require
• Proficiency in technology and University software applications

PREFERRED QUALIFICATIONS:

• Prior work experience in providing high-level administrative support to organizational leadership.

 

 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary GradeADM, 050Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo