Administrative Assistant

Administrative Assistant

US-NJ-Princeton

Job ID: 2022-15630
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

High Meadows Environmental Institute (HMEI) seeks an extremely competent, poised, and skilled individual for the role of Assistant to the Executive Director. The Assistant to the Executive Director is an integral member of HMEI’s senior administrative team at a time of increased visibility and University expectations for the Institute. The incumbent will provide high level support to HMEI’s Executive Director (ED) and will support executive office, leadership and governance functions within the Institute.

Responsibilities

Manage dynamic and highly productive executive office including responsibilities for scheduling, communications, correspondence, event planning, logistics, and meeting support to facilitate the achievement of HMEI’s strategic priorities.

Provide administrative and project-specific support to facilitate ED’s work and management responsibilities. Manage ED’s calendar including scheduling and organization of appointments with program directors, faculty, staff, current/prospective students, alumni/donors, University administrators, and collaborators both internal and external to the University.

Draft correspondence and assist with email. Compile and distribute materials in advance of meetings and as follow-up. Assist in the preparation of presentations; Maintain files. Develop travel itineraries including travel arrangements, accommodations, support documentation and reimbursements.

Partner with HMEI Manager, Finance and Administration, to facilitate office routines and to assure office function. Participate with other members of HMEI’s senior staff to plan and coordinate activities in support of HMEI’s research and teaching missions.

Maintain departmental calendars (schedule of events and program deadlines) for use in strategic documents and planning. Coordinate meetings/gatherings of HMEI staff including staff meetings, retreats and other activities. Draft and circulate agendas. Record and maintain minutes. Maintain contact lists, directories, list servs.

Support strategic initiatives and undertake special projects at the direction of Executive Director. Provide administrative support for joint faculty searches and appointments involving multiple academic departments. Liaise with faculty, department chairs/managers in partnering departments to plan and coordinate candidate visits and job talks.

Provide administrative support for Grand Challenges Program including managing annual campus-wide call(s) for proposals. Collect and track applications. Support review and selection of faculty awards.

Plan and implement select events including conferences, meetings/gatherings, seminars/lectures, often involving VIPs, alumni/donors and other high profile visitors. Coordinate with university/external contractors as necessary.

Compile information and content for inclusion in proposals, strategic documents and reports. Prepare HMEI Annual Report.

Facilitate the role and activities of HMEI’s Faculty Director and HMEI governance functions. Provide scheduling and administrative support for Faculty Director as needed. Provide administrative support for meetings of HMEI’s Faculty, HMEI’s Faculty Advisory Committee, HMEI’s external Advisory Council and other committees as organized and implemented to transact the business of HMEI. Support compilation and circulation of meeting materials including agenda. Prepare, maintain and distribute meeting minutes. Maintain HMEI Faculty Roster involving 140+ faculty and their departmental affiliations.

Assist ED with donors/stewardship activities. Serve as point of contact for Office of Advancement on donor relations and stewardship. Maintain stewardship files and records of donor activity/contact. Draft correspondence and gift acknowledgments for executive signature. Coordinate with Office of Advancement to schedule and support donor visits including preparation and circulation of briefing memorandum.

Undertake special departmental projects at the direction of ED. Provide administrative support for faculty searches and appointments on an ‘as needed’ basis. Support activities of HMEI Managers as directed by Executive Director.

Qualifications

Essential Qualifications:

Bachelor’s degree and a minimum of 4-6 years of related experience, preferably working in a fast-paced, high-pressure office setting involving senior administrator(s).

Ability to maintain poise and professionalism and thrive in a fast-paced office setting.

Excellent interpersonal, oral and written communication skills. Reliable, resourceful, and organized. Keen attention to detail. Customer-focused orientation. Self-starter with demonstrated ability to take initiative, prioritize, work autonomously and handle multiple responsibilities simultaneously. Ability to handle and maneuver independently among competing priorities. Flexible to assume a range of assignments and to work cooperatively and effectively with others in a busy and productive work environment. Must be able to handle high pressure situations in tactful and calm manner and meet deadlines. Possess sound judgment and discretion to maintain confidentiality in handling sensitive information. Professional demeanor and ability to manage positive relationship with all members of the University community.

Excellent computer skills using Microsoft Office suite.

Applicants must apply online and submit a cover letter, curriculum vitae and will be asked to produce a writing sample as part of the application process.

Preferred Qualifications:

Knowledge/experience of Princeton University community is a plus

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

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