Overview

Princeton University seeks a dynamic and self-motivated professional to join the Office of the Executive Vice President (OEVP) as Executive Assistant (EA). 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 (EVP) and other senior leaders in a fast-paced, collegial environment. The EVP is the chief administrative officer of the University. The EA serves as the first point of contact for the EVP and represents the office to cabinet officers, senior leadership, faculty, staff, students, and external constituents. The successful candidate will take a proactive approach to anticipate the needs of the EVP and exercise autonomy for a number of complex responsibilities. The EA must be able to respond with appropriate urgency to situations that arise and solve difficult problems efficiently and effectively, 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 EA supervises an Administrative Coordinator.

Responsibilities

The position's primary responsibilities include:

• 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 EVP by determining priorities and researching, responding to, or delegating responses as appropriate on behalf of the EVP.
• Evaluate and manage the complex and dynamic schedule of the EVP, including prioritizing requests for time and scheduling under significant constraints. Ensure the EVP is kept on schedule and is appropriately briefed. Identify, prepare, and compile necessary materials to ensure that the EVP has appropriate information for meetings and decisions.
• Assist the EVP and other senior staff members by independently managing special and on-going projects including data collection, analysis, and the compilation of reports and briefings based on independent research. Share information and best practices; consult with the EVP's direct reports and their staff to improve effectiveness of processes and administration; and support special initiatives.
• Manage OEVP financials including budget preparation, record keeping, ledger reconciliation, fund management, financial transaction processing, reporting, and forecasting of major budget lines. Review cabinet travel and expense vouchers for accuracy, completeness, and validity of expenditures.
• Supervise office support: delegate and monitor office projects and work plans. Approve administrative coordinator’s work schedule and, if applicable, student interns and temporary employees.
• Coordinate meeting schedules and agendas with other cabinet-level offices and manage agendas and membership for 380-member academic and administrative managers group (AAMG). Coordinate scheduling and agendas for Executive Staff, Senior Staff, and ad hoc or ongoing executive committees, working groups, and task forces.
• Identify, prioritize, and coordinate meeting materials and follow-up documents to assist the EVP in accomplishing objectives, deadlines, and commitments for major University initiatives and working groups, including for the Board of Trustees. Draft correspondence, prepare final meeting agendas, visual presentations, handouts, and minutes.
• Coordinate travel arrangements for the EVP and campus visitors; manage special events and logistics.
• Evaluate and approve campus-wide requests for mass emails and mass bulk mailings to ensure conformance to University guidelines and/or to recommend improvements to University policy.

Qualifications

 

Review of Applications will begin immediately. Preference given to applications received by August 14.

 

Essential Qualifications

• Bachelor’s degree or the equivalent work experience.
• Five or more years of relevant experience supporting a senior administrator or executive.
• Demonstrated ability to take initiative and thrive in a fast paced environment. Strong work ethic; commitment to complete work in a timely manner; flexibility and adaptability that includes a willingness to undertake both mundane and complex tasks with enthusiasm and energy.
• Excellent interpersonal skills with strong orientation towards service and teamwork.
• Excellent writing and communications skills, including the ability to write skillfully on a variety of issues and proofread for accuracy and content.
• Ability to prioritize effectively and work autonomously in a self-directed manner; demonstrates initiative and exercises discretion.
• Excellent organizational skills and ability to manage multiple priorities in a fast-paced, changing environment. Ability to handle multiple tasks within a heavy workload.
• Flexibility, resourcefulness, and adaptability to changing needs and demands; flexibility to work beyond standard business hours as circumstances require.
• Experience managing budgets and familiarity with enterprise-wide administrative and financial systems (e.g., PRIME and Princeton’s information warehouse)
• High level of judgment, professional discretion, and confidentiality; commitment to professional integrity and fostering a respectful and collaborative work environment.
• Strong analytical, problem solving, and data gathering skills.
• Bias towards quality and accuracy; extremely detail oriented. Willingness and ability to learn and develop self and others.
• Excellent computer skills including advanced proficiency using email (Outlook), Google Drive applications, the Microsoft Office suite of applications (Word, Excel, Access, PowerPoint), and Adobe.

 

Preferred Qualifications

• Experience with the administration of Princeton University or another college or university.

 

 

 

 

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