Administrative Assistant: Office of the President
: Job Details :

JOB PURPOSE: The Administrative Assistant Senior in the Office of the President must be an exceptional, seasoned and solution-oriented administrative assistant who thrives in a fast-paced, dynamic and highly detail-oriented environment. The primary purpose of this position is to provide administrative support to the Office of the President, including the President and Deputy to the President. This role reports to the Deputy to the President.The Administrative Assistant Senior is a public facing role and requires exceptional judgement and communication skills, empathic listening, and compassion. The President's Office relies on this role to provide outstanding hospitality, greeting a diversity of office visitors from cabinet members, students, to alumni, faculty and members of the broader community. The role requires discipline and discretion, maintaining confidences related to high-level operations. The Administrative Assistant must have the ability to maintain calm and resilient in the face of pressure, while ensuring operations are running smoothly and efficiently.The Administrative Assistant will be equally comfortable working independently as well as in collaborative groups of leaders and staff members. The Administrative Assistant is responsible for confidential and time-sensitive material and provides direct administrative support to the Deputy to the President. Key skills include a high degree of emotional intelligence, consistently demonstrating sound judgement and decision making, planning, organizing, monitoring, and collaboration in a fast-paced, complex organization.ESSENTIAL FUNCTIONS:Office Management (65%) Administrative support for the Office and the Deputy Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, sorting and distributing incoming mail.Assist with copying and distributing production orders and other internal documents.Calendaring - managing requests, schedule and track meetings for the Deputy to the President.Expense reports - Credit card reconciliation for the Deputy to the President.Invoice Processing.Proofreading/Editing as needed.Email inbox management for President's Office.Coordinate cabinet paperwork (agendas and material distribution).Update and Maintain office spreadsheets and files.Annual Christmas Card List - research, updating address, mailing, etc.Handle room requests and catering orders.Assemble and send campus wide emails to faculty, staff, students from the President's Office (as needed). Hospitality (25%) Receptionist and Hospitality Greet colleagues, alumni, guests and office visitors, answer and direct phone calls, fielding inquiries, etc. First point of contact and Primary contact for the Office of the President.Serve as primary liaison between company staff and building managers, providing information, answering questions, and responding to requests.Liaison with facilities and other campus colleagues on use and maintenance with the office.Managing office reception area.Maintain office swag in coordination with Advancement. Event Support (5%) Event Support BOT / BOV - administrative support, email correspondence, coordination and printing of nametags, table tents, place cards, etc.President Events- Christmas Tree Lighting, Carols of Many Nations, Faculty Emeriti Luncheon, Monthly Student Group Gatherings (Swag).Presidential Lectures - send and track invitations, dietary restrictions, etc.Assist with ordering, event planning, attend and assist with events as needed (provide additional assistance as needed with setup/take down).Assist with Employee Staff Breakfast / Christmas Party as needed and in consultation with the Deputy. Visiting Scholars (5%) Prepare acceptance letter from the President.Assist OMSC with preparation for scholars and hospitality. OTHER FUNCTIONS: Serves as requested on committees, task forces and community groups; partners with standing committees, and social justice organizations in the region to share best practices and build partnerships.QUALIFICATIONS REQUIRED: A bachelor's degree or progressive administrative experience in an executive support or high-level administrative setting equivalent to a degree with appropriate progression in responsibility are required.Ability to multitask in a fast-paced work environment with changing priorities and limited supervision.Excellent judgment, tact, and discretion with sensitive/confidential matters.Excellent writing, proofreading, analytical, problem-solving, interpersonal, and customer service skills.Comfort working in a diverse, multicultural environment.Advanced-level technical/computer skills, including proficiency with MS Office, Google Workspace, and Dropbox; and willingness to seek out and learn new systems.Substantial, demonstrated professional organizational experience in a complex organization, with experience in providing support, professional guidance, direction, and interfacing with an executive level position.Experience with high-level decision-making, planning, organizing, monitoring, prioritization, and collaborating in a detail-oriented environment.Experience ensuring compliance with standards, deadlines, and established expectations.Experience conducting research, analyzing results, and report writing.Experience creating, reviewing, and developing documents, presentations, and materials.Knowledge of financial reports, practices and procedures.Experience supporting the initiatives, operations, and daily activities for an executive level position.Ability to work effectively and collegially within a complex academic community and interfacing with a wide range of constituencies.Excellent written and verbal communications and interpersonal skills.Ability to work with confidential and sensitive materials and information.Ability to compose professional-quality documents including letters, meeting minutes, presentations, and reports.Demonstrated proficiency in general technology, word processing, spreadsheet, and database management skills in a Windows environment.Significant experience in higher education is highly preferred. PHYSICAL / ENVIRONMENTAL DEMANDS: Ability to be mobile on campus, works in office environment, lifts up to 10 lbs., remain in a stationary position 25% of the time, wrist and hand movement related to computer work. This description reflects essential functions of the position, it does not restrict tasks that may be assigned or changed at any time.Job Type: Full-timePay: $58,000.00 - $65,000.00 per yearBenefits: 401(k)401(k) matchingDental insuranceHealth insuranceLife insurancePaid time offVision insurance Schedule: Day shift Ability to Relocate: Princeton, NJ 08540: Relocate before starting work (Required) Work Location: In person#J-18808-Ljbffr