Executive Administrative Assistant

Datrose • Rochester, NY

9d • Onsite

About The Position

The Executive Administrative Assistant provides high-level, confidential, and comprehensive administrative support to senior leaders. This position is responsible for managing complex schedules, coordinating executive communications, organizing meetings and events, and supporting strategic initiatives that enhance leadership effectiveness and university operations. The ideal candidate will demonstrate exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic environment.

Requirements

• Knowledge of executive office operations, administrative procedures, and organizational practices within a complex institution.
• Knowledge of office technology, scheduling platforms, databases, document management systems, and productivity tools.
• Knowledge of financial processes, budget tracking, expense reporting, and invoice procedures.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and complex calendars.
• Excellent written and verbal communication skills, with the ability to prepare professional correspondence, reports, and presentations.
• Ability to interact professionally with executives, faculty, staff, students, and external stakeholders.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Ability to work independently, anticipate needs, solve problems, and make sound decisions.
• Strong attention to detail with the ability to maintain accurate records and documentation.
• Ability to thrive in a fast-paced environment while providing exceptional customer service and administrative support.
• Bachelor's degree in a related field preferred.
• Minimum of 8 years of related administrative, executive support, or office management experience.
• Equivalent combination of education and relevant experience may be considered.
• Authorization to work in the U.S. is a precondition of employment.

Nice To Haves

• Experience supporting senior-level executives or leadership teams.
• Experience working in a higher education or complex organizational environment.
• Advanced proficiency with Microsoft Office Suite, scheduling tools, and database systems.
• Demonstrated experience managing confidential information and executive-level communications.

Responsibilities

• Provide advanced administrative support to senior leaders, ensuring efficient daily operations and effective coordination of leadership activities.
• Manage and maintain complex executive calendars, including scheduling appointments, resolving conflicts, and prioritizing commitments.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, itineraries, and related documentation.
• Plan and facilitate meetings, including preparing agendas, coordinating participants, assembling materials, recording information, and ensuring follow-up actions are completed.
• Draft, edit, review, and distribute professional correspondence, presentations, reports, and communications on behalf of senior leaders while maintaining confidentiality and accuracy.
• Serve as a primary liaison between executive leadership, university departments, external partners, boards, committees, and other stakeholders.
• Respond to inquiries and coordinate timely communication and resolution of requests.
• Conduct research, gather information, analyze data, and prepare reports to support executive decision-making and strategic planning.
• Organize, maintain, and safeguard confidential records, files, and critical documentation while ensuring accessibility and compliance with university standards.
• Provide administrative and logistical support for internal and external boards, committees, councils, and leadership groups.
• Coordinate and execute leadership events, division-wide meetings, retreats, presentations, and special initiatives.
• Perform budget-related activities, including reviewing expenses, processing invoices, reconciling purchases, and assisting with financial tracking.
• Collaborate with administrative teams and university departments to support operational needs and improve workflow.
• Assist with special projects and strategic initiatives as assigned by senior leadership.
• Perform additional duties as required to support the mission and goals of the university.

Benefits

• Datrose is an equal opportunity employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive