Executive Assistant Job at New Jersey Institute of Technology in Newark

Title:

Executive Assistant

Department:

Office of the Provost

Reports To:

Senior Director, Academic Operations

Position Type:

Staff

Position Summary:

NJIT is a hub of innovation, dedicated to pushing the boundaries of education, research, and industry collaboration. Comprised of six colleges, 540 faculty and lecturers, and 1593 employees, of whom 64% reside within the academic area, the Provost and Senior Vice President for Academic Affairs serves as the chief academic officer for the institution. The Office of the Provost is a fast-paced, dynamic office, and the Executive Assistant to the Provost plays a key role in supporting the success of the institution's academic mission. The Executive Assistant serves as the primary liaison between the Office of the Provost and the broader NJIT community, as well as external stakeholders. This position manages the Provost's schedule and provides critical support for a wide range of initiatives that directly impact the academic and operational success of the university, offering a unique opportunity to contribute to NJIT's mission.

The Executive Assistant to the Provost must demonstrate excellent communication and customer service skills with the ability to manage the high-demand schedule of the Provost. This position also provides high-level administrative support for events hosted by the Office of the Provost and serves as the key organizer for all meetings and functions organized by the Provost. This position maintains a high degree of sensitivity and confidentiality on all matters concerning the Provost, senior leadership, and University administration.

Essential Functions:

Scheduling and Event Planning

- Maintain the Provost's calendar including, but not limited to, scheduling meetings, preparing necessary background information, and coordinating any needs that may arise; ensure the Provost is on time for appointments (starting and ending meetings as appropriate); understand priorities and make well-informed, independent judgement calls on how best to manage competing needs for time. Will also assist in managing the calendar of the Chief of Staff.

- Ensure the Provost is prepared for all appointments (ensuring a topic of discussion is known for all appointments, providing relevant pre-appointment reading materials, etc.).

- Organize travel arrangements for the Provost and other invited guests as needed, and other related-tasks as requested by the Provost to support the mission of the office.

- Take a lead role in the planning and execution of Office of the Provost events including, but not limited to, Convocation, Celebration of Academic Excellence, New Faculty and Lecturer Orientation, and Dana Knox/Advisory Board Day.

- Serve as the key organizer for Provost-led retreats.

- Serve as administrative support for meetings and strategic initiatives organized by the Provost including, but not limited to, preparing materials and taking minutes when needed, and coordinating all logistical needs and support (room reservations, catering, etc.)

Communications

- Oversee and monitor the Office of the Provost email accounts and direct communications to the appropriate party or office. Follow-up as needed.

- Send targeted and community-wide messages and communications on behalf of the Provost.

University Senate Support

- Serve as the key staff support for the University Senate. This includes, but is not limited to, taking minutes, managing membership, updating the website, University Senate related communications, preparing agendas and materials, and ensuring logistics are coordinated.

Budget and Financial Management

- Submit requisitions and process invoices on behalf of the Provost and Chief of Staff.

- Reconcile credit card expenditures monthly for both the Provost and Chief of Staff.

Additional Responsibilities:

- As a leader in the planning of event and meeting logistics for the Provost (and providing support to the Office of the Provost at large), this position may be required to work non-standard hours in support of those events, including early mornings, evenings, and weekends.

- Serve as back-up to the Administrative Associate as needed.

- Provide administrative support to the office including, but not limited to, the review and approval of leave reports for the Provost's direct reports.

- May be asked to assist with special projects and assume responsibilities for the development, administration, and promotion of specific projects, as required.

- Provide support and guidance to the other administrative units under the Provost.

- Perform other duties as assigned.

Prerequisite Qualifications:

- Bachelor's Degree.

- 3-5 years of experience serving as an executive assistant for a senior level executive.

- 3-5 years of experience in managing a complex calendar.

- Must be an excellent verbal and written communicator who can deliver messages clearly and accurately, and when necessary, with compassion.

- Must demonstrate an ability to problem-solve.

- Must have strong computer skills, including Microsoft Suite, Google Suite, as well as the ability to easily learn new systems.

- Ability to determine priorities and complete projects with minimal supervision.

- Ability to manage competing deadlines and pivot on short notice to focus on new priorities.

- Ability to work independently as well as on a team.

- Highly organized and extremely detail oriented; able to multi-task with ease.

- Ability to apply knowledge in everyday work situations while utilizing independent judgment.

- At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Preferred Qualifications:

- Experience working in higher education.

Bargaining Unit:

Non-Aligned

Range/Band:

12

FLSA:

Exempt

Full-Time