Stony Brook University
Executive Assistant
Stony Brook University, Stony Brook, New York, United States, 11790
Job Description - Executive Assistant (2402874)Executive AssistantRequired Qualifications (as evidenced by an attached resume):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 and/or G-Suite.Preferred Qualifications:Advanced degree (foreign equivalent or higher). Additional years (3+) of full-time administrative experience. Experience with PowerPoint, Google Slides, or similar presentation software.Brief Description of Duties:The Executive Assistant will provide high-level administrative and organizational support to the Vice President of Marketing and Communications. The role of the Executive Assistant is a critical link in the ongoing functioning of the Marketing and Communications department, 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 VP. 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.Executive Assistant:
Provide high-level administrative and organizational support to the VP by overseeing the operations within the division. Manage and delegate tasks such as handling routine inquiries, anticipating problems, and directing inquiries. Maintain the VP's calendar, schedule and describe all meetings and appointments, and brief the VP on their calendar activities. Plan all travel for the VP and those traveling with them. Ensure that the VP's paperwork is processed, such as travel, reimbursements, and purchases. Liaison between stakeholders and the VP.Strategic Initiatives:
Provide assistance to the VP 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 those projects.Administrative Support:
Ensure that performance programs and evaluations are completed for direct reports. Generate meeting notes and delegate to staff. Oversee the coordination of events.Projects, Reports, and Presentations:
Assist in the preparation of reports and presentations, on behalf of the VP, 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, 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.Special Notes:This is a Management Confidential position. This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.For this position, we are unable to sponsor candidates for work visas.Resume/CV and cover letter should be included with the online application.Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our
WHY WORK HERE
page to learn about the
total rewards
we offer.Job Number:
2402874Official Job Title:
Assistant to the PresidentJob Field:
Administrative & Professional (non-Clinical)Primary Location:
Department/Hiring Area: Marketing and CommunicationsSchedule:
Full-timeShift:
Day ShiftShift Hours: 8:30 a.m. - 5:00 p.m.
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Provide high-level administrative and organizational support to the VP by overseeing the operations within the division. Manage and delegate tasks such as handling routine inquiries, anticipating problems, and directing inquiries. Maintain the VP's calendar, schedule and describe all meetings and appointments, and brief the VP on their calendar activities. Plan all travel for the VP and those traveling with them. Ensure that the VP's paperwork is processed, such as travel, reimbursements, and purchases. Liaison between stakeholders and the VP.Strategic Initiatives:
Provide assistance to the VP 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 those projects.Administrative Support:
Ensure that performance programs and evaluations are completed for direct reports. Generate meeting notes and delegate to staff. Oversee the coordination of events.Projects, Reports, and Presentations:
Assist in the preparation of reports and presentations, on behalf of the VP, 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, 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.Special Notes:This is a Management Confidential position. This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.For this position, we are unable to sponsor candidates for work visas.Resume/CV and cover letter should be included with the online application.Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.Visit our
WHY WORK HERE
page to learn about the
total rewards
we offer.Job Number:
2402874Official Job Title:
Assistant to the PresidentJob Field:
Administrative & Professional (non-Clinical)Primary Location:
Department/Hiring Area: Marketing and CommunicationsSchedule:
Full-timeShift:
Day ShiftShift Hours: 8:30 a.m. - 5:00 p.m.
#J-18808-Ljbffr