Executive Assistant

Stony Brook University-posted 1 day ago
Full-time • Entry Level
Town of Brookhaven, NY
11-50 employees
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The Executive Assistant will provide high-level administrative and organizational support to the VP for Facilities & Services and AVP for Campus Planning, Design, & Construction. The role of the Executive Assistant is a critical link in the ongoing functioning of Facilities, their staff, organizational efficiency, and overall communication efforts. This requires a high level of professionalism, discretion, confidentiality, judgment, and the ability to quickly make decisions concerning the complex and demanding daily priorities of the VPs and AVPs. As the first point of contact for internal and external stakeholders, the incumbent must communicate effectively, provide excellent customer service, and exhibit excellent interpersonal skills, exercise organizational and time-management skills with an attention to detail.

  • Provide high-level administrative and organizational support to the VP for Facilities & Services and AVP for Campus Planning, Design, & Construction, overseeing the operations within the division.
  • Manage and delegate tasks such as handling routine inquiries, anticipating problems, and directing inquiries.
  • Maintain the VP's and AVP's calendar, schedule, and describe all meetings and appointments, and brief the VP and AVP on their calendar activities.
  • Plan all travel for the VP and AVP and those traveling with them.
  • Ensure that the VPs' and AVPs' paperwork is processed, such as travel, reimbursements, and purchases.
  • Liaison between stakeholders and the VP and AVP.
  • Provide assistance to the VP and AVP with ongoing initiatives.
  • Direct staff to provide support in creating presentations, communications, and organizing meetings.
  • Assist with special Projects.
  • Gather and research statistical data for the VP and AVP.
  • Organize group gatherings, All Staff Meetings, and other related VP initiatives.
  • Ensure that performance programs and evaluations are completed for direct reports.
  • Generate meeting notes and delegate to staff.
  • Oversee the coordination of events.
  • Foster strong, collaborative relationships with Executive Assistants and Administrative Assistants throughout the campus community.
  • Assist in the preparation of reports and presentations on behalf of the VP and AVP and their direct reports, ensuring appropriate dissemination of information.
  • Research and prepare the necessary supporting documentation in support of strategic initiatives.
  • Proactively assist with moving projects ahead with an understanding of priorities.
  • Initiate necessary follow-up on action items for the VP and AVP, leadership team, and staff, and ensure follow-up meetings and activities are scheduled and executed.
  • Coordinate personnel actions, including administrative support with recruitment.
  • Coordinate purchase requisitions and maintain inventory of office supplies.
  • Other duties or projects as assigned as appropriate to rank and departmental mission.
  • Bachelor’s degree (foreign equivalent or higher).
  • Two (2) years of full-time administrative experience.
  • Experience supporting a senior-level manager.
  • Experience with Microsoft Office Suite and/or Google Workspace.
  • Advanced degree (foreign equivalent or higher).
  • Additional years of full-time administrative experience.
  • Experience managing complex calendars.
  • Experience creating PowerPoint presentations.
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