Executive Assistant

New York, United States
Salary Not Specified
Jan 18, 2021
Employment Level
Employment Type
Full Time
Posting Details

Job # 036762 Department Code 22601-4401 Department University College Job Title Executive Assistant Location Syracuse, NY Pay Range Commensurate with Experience Staff Level 05 FLSA Status Exempt Hours

Standard University business hours

8:30am – 5:00pm (academic year)
8:00am – 4:30pm (summer)

Hours may vary based on operational needs.

Job Type Full-time Campus Syracuse, NY Unionized Position Code Not Applicable Job Description

The Executive Assistant supports the Dean and the Associate Dean, coordinating the management and function of both offices. This includes all scheduling, meeting preparation, project assignments, travel coordination and office management. The Executive Assistant interacts with a broad constituency, both internal and external, including the university leadership, faculty, students, community leaders, and staff. The Executive Assistant works independently on and manages college-wide projects, maintains strict confidentially at all times and works in a high pressure, time sensitive environment while projecting a calm, customer-service focused demeanor. The Executive Assistant responds to a wide array of inquiries in a timely and sensitive manner, including regular interaction and appointment setting with students, staff, faculty and senior leaders throughout the University.


Bachelor’s degree and a minimum 7 years of practical administrative and project management work experience in a business or higher education environment.

Job Specific Qualifications

Exercise independent judgment and discretion when handling inquiries/problems from faculty, administrators, school/college staff.
Exceptional demonstrated organizational and interpersonal skills, including diplomacy, tact, discretion, and the ability to maintain the utmost confidentiality inside and outside the Dean’s Office and the Associate Dean’s Office.
Independently organize workload and manage time with minimal supervision.
Knowledgeable and proficient with Microsoft Office, Microsoft Teams, Excel, PowerPoint and Word.
Priority setting efficiently and coordinates the efforts of others into priorities and goals, and plans the time of others accordingly in order to accomplish goals.
Capable of initiating, carrying through and completing tasks under minimal supervision. Must be able to work independently, yet interact with a team and show initiative.
Create and maintain strong working relationships with all university departments.
Excellent oral and written communications skills, creativity, and demonstrated success in managing multiple projects.
Accuracy and attention to detail are essential.


Provide executive-level administrative assistance to the Dean and to the Associate Dean. Manage the day-to-day operations of the Dean’s Office and the Associate Dean’s Office, which includes all business related matters. Assist the Dean and Associate Dean with tact, discretion, and exercising independent judgment.
Receive and screen phone calls, e-mails, snail mail, and visitors for the Dean and Associate Dean in a highly confidential manner exercising discretion, good judgment, diplomacy, and tact.
Manage the Dean’s and the Associate Dean’s calendars in such a way that accommodates their personal needs and preferences (including scheduling appointments, providing materials needed for each meeting, etc.).
Organize and maintain all electronic and paper files and reference materials in a way that affords easy retrieval.

Work with Dean and Associate Dean on and manage college-wide projects.
Independently prioritize and schedule meetings and events for the Dean and Associate Dean and, when necessary, other senior staff.
Provide high-level meeting support, including timely preparation and editing of supporting presentations, agendas, and background documentation.
Manage internal and external meetings including scheduling, travel, logistics, and taking detailed minutes when necessary.
Execute special projects as assigned.

Compose and prepare select external and internal communications, communicate with constituencies and act as the main point of contact for the Dean’s Office and the Associate Dean’s Office.
Responsible for maintaining correspondence records and effective records management to facilitate quick and easy retrieval.
Keep the Dean and Associate Dean informed of upcoming commitments and responsibilities, following up as appropriate.
Use proactive approach to deliverables regarding issues and concerns addressed to the College.

Organize and assist in preparing agendas and materials associated with meetings and associated events throughout the year, including editing, and posting of all meeting materials.
Make recommendations on processes and timelines.

Coordinate all travel arrangements for the Dean and Associate Dean (and guests when needed) and troubleshoot travel issues that arise during time of travel.
Reconcile monthly expenses and pro-cards.
Complete all pre- and post-travel requirements to include expense reports and reconciling pro-cards.
Other duties as assigned.

Physical Requirements Tools/Equipment Application Instructions

In addition to completing an online application, please attach a resume and cover letter.

About Syracuse University

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and nearly 150 years of history, Syracuse University offers a quintessential college experience.

The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors and 100 minors offered through 13 schools and colleges; nearly 15,000 undergraduates and 5,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit www.syracuse.edu.

About the Syracuse area

Syracuse is a medium-sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.


Syracuse University is an equal-opportunity, affirmative-action institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services, and activities.

Commitment to Supporting and Hiring Veterans

Syracuse University has a long history of engaging veterans and the military-connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10,000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class-leading initiatives focused on making an SU degree accessible and affordable to the post-9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Diverse and Inclusive Campus Community

Syracuse University maintains an inclusive learning environment in which students, faculty, administrators, staff, curriculum, social activities, governance, and all other aspects of campus life reflect a diverse, multi-cultural, and international worldview. The University community recognizes and values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to understand, live among, appreciate, and work in an inherently diverse country and world made up of people with different ethnic and racial backgrounds, military backgrounds, religious beliefs, socio-economic status, cultural traditions, abilities, sexual orientations and gender identities. To do so, we commit ourselves to promoting a community that celebrates and models the principles of diversity and inclusivity.

Quick Link https://www.sujobopps.com/postings/85796 Job Posting Date 01/18/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants

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