Executive Assistant to the Vice President for Research

Binghamton University•Binghamton, NY

About The Position

The Executive Assistant serves as the primary point of contact and provides high-level, complex administrative support for the Vice President for Research (VPR) and the Division of Research. This highly visible role requires exceptional professionalism, diplomacy, and the ability to build rapport with university leadership, internal colleagues across Binghamton University, and external partners. The Executive Assistant must maintain strict confidentiality regarding all University operations, data and personnel matters. The ideal candidate is an organized, proactive, and detail-oriented professional capable of managing multiple high-priority workstreams with overlapping deadlines.

Requirements

Bachelor's degree
Minimum of five years of progressively responsible experience providing executive-level administrative support
Written and verbal communication skills
Demonstrated ability to draft professional correspondence
Ability to handle highly sensitive, proprietary, and confidential information with discretion
Organizational, project support, and problem-solving skills

Nice To Haves

Advanced proficiency with Google Workspace, Microsoft Office Suite and Zoom
Track record of working in collaborative settings and interacting effectively with diverse stakeholders across all levels of an organization
Ability to adapt to institutional software systems
Ability to work independently, make sound decisions using independent judgment, and anticipate executive needs in a fast-paced environment

Responsibilities

Manage a complex and demanding executive calendar. Evaluate incoming meeting requests using independent judgment to prioritize, determine necessity, and make seamless adjustments to anticipate the VPR's scheduling needs.
Develop and maintain collaborative working relationships with administrative assistants and leadership teams across the University to facilitate communication, cross-unit problem-solving, and alignment.
Oversee comprehensive travel logistics, expense reporting, and reimbursement requests for the VPR and senior staff. Coordinate optimal itineraries, secure reservations (flight, lodging, registration), and manage on-site details for speaking engagements or meetings.
Serve as the primary divisional liaison to Human Resources. Coordinate and track personnel actions, including appointments, contract renewals, and the performance review process.
Provide administrative and analytical backing for special projects from conception to completion; gather and synthesize information to develop reports, presentations, and meeting briefs.
Assist in drafting, reviewing, and proofreading official correspondence and communications from the VPR. Participate in the development and rollout of divisional policies and procedures.
Coordinate various committees, boards, and high-level meetings. Manage invitations, prepare and distribute agendas, arrange logistics, and attend meetings to record, transcribe, and distribute accurate minutes.
Lead the planning, logistics, and execution of divisional events, including hosting guest speakers, coordinating workshops, and networking events. Manage venue, catering, scheduling, and travel arrangements while ensuring a seamless experience for all attendees.
Oversee day-to-day office administration to ensure efficient operations, including answering inquiries, managing mail/packages, and ordering supplies.