Job ID: 2019-10461 Type: Full-Time # of Openings: 1 Category: Administrative Support
The Executive Assistant and Office Manager reports directly to the Vice President for University Services who serves as a member of the President’s cabinet. University Services provides an integrated set of services supporting faculty, staff, students, alumni, and campus visitors. University Services, one of five divisions reporting to the Executive Vice President, executes critical administrative functions that include daily services ranging from mail delivery and parking, to housing and dining, managing multi-use classroom and administrative buildings, and space scheduling. Princeton’s University Services organization is an integral contributor to the planning, development, and operation of the campus. Among the University’s defining characteristics is that it offers an immersive residential experience on a campus that promotes interaction, reflection, and lifelong attachment. The importance of the residential character of the campus to Princeton’s educational mission creates an essential need for a highly-functioning and integrated University Services organization, which employs approximately 410 FTEs. The departments within University Services consist of: Campus Dining, Campus Venue Services, Conference and Event Services, Housing and Real Estate Services, Print and Mail Services, TigerCard, Transportation, and Parking Services, as well as centralized internal business functions such as Finance, Communications, and IT.
The Executive Assistant and Office Manager provides executive level support and serves as an administrative partner to the Vice President. The position also provides administrative support to an Assistant Vice President of University Services. The Executive Assistant serves as the first point of contact for access to the VP and AVP and represents the office to cabinet officers, senior leadership, faculty, staff, students, and external constituents. The Executive Assistant provides counsel to the Vice President as well as key senior executives on issues and concerns that are developing within the organization.
This position has a broad set of responsibilities, in addition to supporting the VP and AVP directly and managing the day-to-day operations of the office. The position supports the VP in a variety of activities, particularly in committee work and communications, and serves as a primary resource to other University and external offices. The position represents the office and interacts on a daily basis with a myriad of individuals within and external to the campus community. The position will need to have a thorough knowledge of all details relating to the many programs managed by University Services, as well as discretion, professionalism, and confidence in relaying information. The Executive Assistant independently manages incoming requests to the Office of the Vice President by determining priorities; researches, responds or delegates responses as appropriate on behalf of the Vice President. The Executive Assistant will also serve on various committees and projects as they arise.
Represents University Services; acts as liaison and communications coordinator between the Office of the Vice President and departments within the University Services organization as well as externally.
Proactively acquires and maintains in-depth knowledge and understanding of the scope of each University Services department; responds to inquiries about projects and/or major initiatives within those departments.
Coordinates, attends and is a member of Vice President’s weekly Direct Reports meeting; provides communication and project follow-up on behalf of VP.
Organizes, schedules, plans, and is a member of monthly Leadership Team meetings as well as bi-annual Leadership Team retreats, and quarterly Administration meetings and retreats.
Manages dynamic and complex calendars; responds to requests which can be complicated or sensitive and can necessitate an appropriate setting of expectations; responsible for maintaining accuracy of the calendar, coordinating with other offices.
Supervises Office Coordinator, who supports several senior leaders within the Office of the Vice President. Also provides leadership and guidance to two administrative positions within University Services; the office coordinators within Campus Dining and Housing and Real Estate Services.
Organizes, manages, and provides administrative support for multiple special projects and events; undertakes research projects and collects and analyzes data as background for meetings and special initiatives.
Identifies, prepares, and compiles necessary materials to ensure that the Vice President has appropriate information for meetings, projects, etc.
Responsible for assisting VP and AVP with email and incoming requests; helps VP and AVP manage follow-up and timely response to incoming questions and requests.
Participates in the interview process for key senior positions within University Services, as well as other Executive Assistant positions external to University Serives, and other positions when requested. Tracks, updates, and reports absences in the Centralized Accrued Leave Management System (CALM) for VP and AVP, as well as Concur for travel and expense processing; ability to work within the talent acquisition system (ICIMS) and the HR and Finance systems.
Willingness and desire to deeply engage in unit-wide diversity and inclusion initiatives.
Arranges domestic and international travel schedules when required; includes coordination of preparations for travel, including travel to alumni groups and for outside boards on which the Vice President serves.
Partnering with Office Coordinator, provides seamless in-person telephone and visitor coverage for the VP suite during open hours (8:45am – 5:00pm).
College degree or equivalent work experience.
Eight to ten years of progressive administrative experience, ideally with diverse organizational experience, in a high level Executive Assistant role. High degree of maturity and ability to understand the macro view of an organization and organizational dynamics.
Unwavering judgment, tact, and professionalism, as well as a profound respect for the confidentiality of the documents and communications involving the office.
Ability to handle multiple tasks within a heavy workload with grace and good humor, not hesitating to assist others as circumstances may require.
Excellent organizational skills and ability to manage multiple priorities in a fast paced, changing environment.
Excellent writing skills, including the ability to write skillfully on a variety of issues; along with meticulous attention to detail and accuracy in matters of proofreading, document processing, and relaying messages.
Ability to be proactive and demonstrate initiative; ability to work independently, accurately, and exercise discretion.
Flexibility, resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances require. Please note, evening and/or weekend work required during Move-In (early September) and Reunions/Commencement (late May/early June).
Proficiency in the Microsoft Windows suite
Experience within a customer service environment and/or an understanding of the expectations of a service-oriented, operations/business environment.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW
Internal Number: 110783968
About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.