What are the responsibilities and job description for the Executive Assistant to the Vice President for Advancement position at Stony Brook University?
Executive Assistant to the Vice President for Advancement
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time directly related administrative experience supporting executives and/or senior-level staff members. Office management experience. Travel and/or calendar management experience. Experience with Microsoft Office Suite and/or Google Workspace.
Preferred Qualifications:
Advanced degree (foreign equivalent or higher). Knowledge of SUNY and/or Stony Brook University academic policies and procedures. Experience with Stony Brook University computer systems: PeopleSoft, Oracle, WolfMart, SBU Reporting, and/or Solar.
Brief Description of Duties:
The Executive Assistant will provide high-level administrative support to the Vice President for Advancement and the Assistant Vice President for Advancement Operations. and serve as an administrative coordinator for a variety of Advancement Office projects. Although the core responsibilities of the position are listed below, the nature of the office results in the incumbent getting involved in a variety of projects and tasks, which may not be specifically outlined. The incumbent must have the ability to be flexible and work independently and as part of a team with a collaborative approach to problem solving. The incumbent should have experience managing highly sensitive and confidential information with professionalism and discretion.
Duties:
• Work with staff members in the executive suite on projects and tasks. Essential for this role is the adeptness to work independently and as part of a team with a collaborative approach to problem solving. Responsible for the timely completion and/or delegation of special projects as assigned by the VP, Chief of Staff or Advancement Staff. Special projects may include but not limited to: Gather, disseminate, research, develop and implement special projects as requested. Track and organize materials to ensure proper and targeted schedules.
• Support all aspects of the daily work routine of the vice president for advancement, including but not limited to managing the VP's and AVP's calendar, arranging travel, preparing materials, drafting correspondence and fielding visitors and telephone calls on behalf of the VP and AVP. Prepare reports, PowerPoint presentations, and correspondence. Keep the VP and AVP advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Undertakes research and analysis of issues in order to brief the Vice President in preparation for meetings. Assembles and provides relevant information to ensure the Vice President and Chief of Staff is prepared for all meetings/events. Ensures follow up meetings and tasks are scheduled and executed. Prepares reports, PowerPoint presentations, and correspondence. Attend highly confidential, high-level meetings, prepare and delegate the distribution of meeting minutes and related materials.
• Schedule, coordinate and plan internal meetings and events. Assist in preparation and distribution of meeting agendas and materials. Ensure follow-up meetings and tasks are scheduled and executed. Attend highly confidential, high-level meetings and prepare and delegate the distribution of meeting minutes and related materials.
• Serve as liaison between the VP and administrative staff throughout the University and donors' administrative staff. Work with staff members in the executive suite on assorted projects and tasks.
• Prepare requisitions, purchase orders and journal transfers and work with various vendors, The Stony Brook Foundation and University Procurement.
• 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 or visit https://www.stonybrook.edu/commcms/oea/.
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewedhttps://www.stonybrook.edu/police/https://www.stonybrook.edu/police/.
Visit ourhttps://www.stonybrook.edu/commcms/jobs/working-here/index.phphttps://www.stonybrook.edu/commcms/jobs/working-here/index.php page to learn about the total rewards we offer.
Salary: $80,000 - $85,000
To apply, visit https://apptrkr.com/5343728
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Salary : $80,000 - $85,000
