Executive Assistant - The Research Foundation for SUNY

The Research Foundation for SUNY•Albany, NY

34d•$61,160 - $73,068

About The Position

The Research Foundation for The State University of New York (RF) seeks an Executive Assistant to join the Innovation and Partnerships (I&P) department as an integral part of an active, motivated, and results-driven team. The Executive Assistant must be a highly motivated team player with a desire to learn. The Office of Innovation and Partnerships is responsible for building, spearheading, and implementing results-oriented programs and initiatives that grow research, innovation, and entrepreneurial activities across the SUNY system and expand SUNY's economic impact across New York State. Reporting directly to the RF Vice President of Innovation and Partnerships, the Executive Assistant will be expected to develop and implement administrative processes and structures to support a team that is constantly on-the-go and reinventing itself to ensure the delivery of superior service to its customers and the advancement of the organization's strategic plan to grow research, innovation, and economic development across the enterprise. The Executive Assistant must be comfortable with engaging a broad and diverse set of internal and external stakeholders including faculty, government representatives, industry partners, and senior management. The Executive Assistant will be primarily responsible for providing direct and proactive support to the senior leaders of the I&P team, including coordinating meetings with internal and external constituencies, facilitating and organizing staff travel, preparing departmental budgets and meeting materials, processing expense reimbursements, and fulfilling data requests.

Requirements

Strong computer skills with a willingness and ability to explore and adapt to new tools and business systems.
Understanding of budget preparation, analysis, and management best practices.
Ability to communicate well within a highly complex environment.
Ability to work independently under general direction.
Prioritize and manage multiple projects simultaneously with a sense of urgency.
Must be comfortable working in a fast-paced environment and able to adapt well to priority changes.
At least three years of professional experience.
Bachelor's Degree preferred or a combination of education and experience can be substituted.
Experience supporting and working in a fast-paced, energetic, and outcome-driven team.
Excellent written and verbal communication skills.
Unrelenting attention to detail.
An agile mindset, can-do attitude, and willingness to tackle any task needed to get the job done and influence the outcome.
The ability to prioritize workflow and complete multiple tasks simultaneously and accurately.

Responsibilities

Serves as a primary administrative liaison between the Vice President of I&P and internal and external partners, maintaining strong, professional relationships with academic officials, government representatives, and industry collaborators.
Maximizes the time and schedules of I&P senior management by managing calendars, internal and external meetings, travel schedules, and other commitments.
Supports the Vice President of I&P in managing and preparing the I&P annual budget, which includes processing credit card reconciliations and other accounts payable related matters, planning and forecasting budget spending, and reporting budget items to I&P senior management.
Provides senior management with budget preparation and related analyses to ensure all projects and programs (e.g., SUNY Technology Accelerator Fund, SUNY Startup Summer School, SUNY Startup Grant Works, SUNY Venture Advisors, SUNY CxO, etc.) are implemented within budget.
Ensures team engagement by scheduling and coordinating regular departmental meetings, preparing and planning recurring meeting agendas, and tracking action items.
Implements tools and standard operating procedures that support I&P's delivery of superior and cost-effective services, suggesting efficiencies, and troubleshooting issues.
Partners with and provides backup to the I&P's Intellectual Property Assistant and Compliance Coordinator to ensure the proper maintenance and management of RF's intellectual property portfolio using RF's Inteum database.
Actively supports complex meetings and large-scale events, including agenda development, venue selection, vendor coordination, materials preparation, post-event follow-up, and related payments.
Welcomes guests and customers with a positive attitude, in person or by telephone, and answers or directs inquiries.
Other duties as assigned by the RF Vice President of I&P and senior members of the I&P team.