Executive and Operations Assistant

Montclair State University•Montclair, NJ

20h•Onsite

About The Position

The Executive and Operations Assistant provides high-level organizational and confidential administrative support to the Provost and Senior Vice President for Academic Affairs. This role directs key administrative operations, coordinates scheduling, maintains confidential information and communications, assists with financial and budgetary processes, and leads special projects for the Division. The Provost serves as the University’s chief academic officer and oversees all academic programs, schools, colleges, the University Libraries, and the Office of Research. The Executive and Operations Assistant serves as a primary point of contact for internal and external constituencies and plays a key role in ensuring the efficient daily functioning of the Office of the Provost.

Requirements

Bachelor’s degree from an accredited college or university.
Minimum of four years of experience in an administrative staff role, supporting executive level administrators, complex functions or projects, or other comparable experience.
Demonstrated experience managing complex executive calendars and coordinating high-level meetings.
Excellent communication skills, including verbal, written and proof-reading skills, with a poised and professional manner in greeting, speaking with, and providing assistance to a wide range of people, both over the phone and in person.
Superior proficiency with the Microsoft Suite, Google Mail, and the ability to quickly learn new applications.
A high degree of comfort with multi-tasking, adapting to sudden changes in office priorities or unanticipated new projects and deadlines.
The highest level of integrity and discretion and the ability to work with highly confidential materials in a highly confidential environment.
Strong written, verbal, interpersonal, and customer service skills.
Strong organizational skills with high level of confidentiality, accuracy, attention to detail.
Strong organizational skills with high level of confidentiality, accuracy, attention to detail, and timeliness.
Must be able to exercise judgment when handling sensitive and confidential information.

Nice To Haves

Ability to gain a firm understanding of academic organizations within the University as well as policies and procedures applicable to institutions of higher education.
Ability to acquire comprehensive knowledge of college policies and procedures.
Knowledge of, or the ability to adapt to, a university and a public sector environment.
Proficiency with Workday HCM/Finance; Adaptive Insight.
Experience working in an academic or non-profit organization, and interacting with elected officials and regional/national associations.
An affinity for working in a dynamic, fast-paced environment.
Experience with Canvas and Banner.

Responsibilities

Provide confidential administrative support to the Provost, including managing calendars, scheduling appointments, and coordinating meeting logistics.
Manage and prioritize incoming inquiries to the Provost from internal external constituents and direct requests to appropriate members of the leadership team when needed.
Maintain a high level of awareness of priorities and key stakeholders in order to effectively manage requests directed to the Provost’s office.
Coordinate travel arrangements and maintain related documentation.
Manage phone and email inquiries on behalf of the Provost as appropriate.
Prepare materials for all meetings and events, including gathering and organizing agendas, reports, correspondence, and supporting documents.
Prepare technically sound, accurate and timely materials (spreadsheets, presentations, etc) as requested.
Coordinate and schedule meetings for the Provost and Office of the Provost leadership team.
Prepare agendas, take minutes, and maintain records for team meetings (PAAC, Dean’s Council, Senior Leadership meetings, etc).
Schedule and manage the use of the Provost/VPAA conference rooms.
Maintain organized electronic and paper records for the Office of the Provost.
Ensure recurring communications from the Office of the Provost are prepared and disseminated in a timely manner.
Reviews all correspondence for the Provost’s signature for appropriate authorizations and accuracy.
Order and maintain office supplies and support general office operations.
Support the coordination of projects and initiatives across the Office of the Provost.
Work closely with the administrative team of the Provost’s Office to ensure efficient operations across the division of academic affairs.
Interact professionally and collegially with faculty, staff, students, and external partners while maintaining a high level of discretion and confidentiality.
Establish effective working relationships with administrative offices and academic units across the University.
Complete special projects as assigned.
Manage projects independently from start to completion.
Attend and participate in meetings and/or college events as related to assigned responsibilities.
Perform other duties as assigned.
Management retains the right to add or change job duties at any time.