Overview

The Executive Assistant in the Office of the Vice President for Campus Life provides administrative support to the Vice President of Campus Life, and to the Executive Director for Planning and Administration.

The executive assistant (EA) to the vice president has a broad set of responsibilities, from supporting the vice president directly, managing the day-to-day operations of the office, and responding to inquiries from students, parents, alumni, and others. The executive assistant supports the vice president in a variety of activities, particularly in committee work and communications, and serves as a primary resource to other University and external offices. The executive assistant exercises autonomy for a number of complex tasks including financial accounting. The EA represents the office and interacts on a daily basis with students, deans, administrators, parents, alumni, vendors, and outside callers and community visitors. Such communication requires thorough knowledge of the University, thorough knowledge of all details relating to all programs managed by the office, as well as discretion, professionalism and confidence in relaying information. 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

 

• Responds on a daily basis to requests which can be complicated or sensitive and can 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 or the Executive Director for Planning and Administration. Responds independently to inquiries and requests for information from external sources.
• Acts as communications coordinator between the Office of the Vice President for Campus Life and departments within the Campus Life organization.
• Pro-actively acquires and maintains in-depth knowledge and understanding of the scope of each Campus Life department; demonstrates ability to respond to inquiries about projects and/or major initiatives within those departments.
• 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.
• Manages the collection, production, and dissemination of materials for meetings and events; prepares PowerPoint presentations and other materials in electronic or printed format.
• Understands and is compliant with all University policies and regulations, including financial and human resources policies.
• Takes initiative, pro-actively supporting the Vice President for Campus Life.
• 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 for Campus Life has appropriate information for meetings, projects, etc.
• Assists with preparations for the Trustee Committee on Student Life, Health, and Athletics’ meetings and student receptions, which can require coordinating assemblage of electronic material with others, ensuring quality of the product, and communicating with the Office of the President on details of the receptions.
• Manages office budget and expenses, reconciles accounts, pays vendors, and maintains office supplies.
• Arranges travel schedules, itineraries.
• Updates and maintains office website.
• Act as the liaison with the OIT staff member assigned to Nassau Hall
• Serves as staff on committees of the office and of external offices as requested (search committees, Undergraduate Student Life Committee, Campus Life Leadership Team and Council meetings, other ad hoc committees).
• Upon occasion, arranges for campus visits for prospective students and other special visitors: identifies student tour guides; assembles information; hosts the guests.
• Is available to support the Vice President for Campus Life at early morning or evening meetings when necessary.

Qualifications

Essential qualifications

 

• Bachelor’s degree and 5 years of relevant work 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

 

 

 

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

Standard Weekly Hours36.25Eligible for OvertimeNoBenefits EligibleYesProbationary Period180 daysEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver’s License RequiredNo Experience LevelAssociate#LI-JE1