Executive Assistant and Office Manager, Office of the Executive Vice President

Overview

The mission of the Office of the Executive Vice President (OEVP) is to enhance campus life and continually improve the delivery of University operations and campus services. The OEVP is responsible for the development, stewardship and operation of the physical campus.

The Executive Vice President (EVP) is the chief administrative officer of the University, and has direct oversight of audit and compliance, campus life, facilities, human resources, investigations, safety and administrative planning, and university services. The EVP chairs strategic initiatives and committees focused on environmental safety, enterprise risk management, compliance, increasing efficiencies across administrative and academic departments and the University's long-term campus plan and capital construction program.

Princeton University seeks a dynamic and self-motivated professional to join the OEVP as Executive Assistant and Office Manager (EA-OM). This is an exciting opportunity to utilize your superior administrative, organizational, communications, and interpersonal skills to provide executive administrative support and serve as an administrative partner to the executive vice president (EVP) in a fast-paced, collegial environment. In partnership with the chief of staff to the EVP, the EA-OM works to implement the strategic vision of the EVP through proactive planning, precise reporting, creative programming, written communications, and relationship building.

The EA-OM serves as the office manager for the central EVP unit, supervises the administrative coordinator, and manages the personnel activities of the central office. The EA-OM ensures a streamlined work environment, the review and refinement of office procedures, the improvement of workflow management and communications, and a commitment to excellence in team and individual performance. The successful candidate will take a proactive approach to anticipate the needs of the EVP and exercise autonomy for a number of complex responsibilities. The EA must be able to respond with appropriate urgency to situations that arise and solve difficult problems efficiently and effectively, exercise a high level of judgment, integrity, and discretion in handling confidential information, and be the consummate professional in interacting with all levels of individuals internal and external to the University.

Responsibilities
The position's primary responsibilities include:

Serve as the first point of contact for access to the EVP and nimbly manage the day-to-day operations of the office. This includes the daily analysis of inquiries that should be handled directly by the EA-OM, those which should be referred elsewhere, and those which should be addressed directly by the EVP. Responds independently to inquiries and requests for information. Evaluate and manage the complex and dynamic schedule of the EVP, including prioritizing requests for time and scheduling under significant constraints. Ensure the EVP is kept on schedule and is appropriately briefed. Coordinate, synthesize and prepare critical information for meeting support, including creation of talking points, dissemination of pre-read information and the assignment of action items. Serve as a communication delegate on behalf of the EVP, working closely with other University constituents, the EVP's chief of staff, and Cabinet executive assistants. Triage email and incoming requests; help EVP manage follow-up and timely responses to incoming questions and requests. Independently prepare high-level correspondence, public remarks and presentation materials for EVP. Represent the office to, and interact with, senior administrators, faculty, staff, students, alumni and trustees, as well as distinguished individuals outside the University. Provide administrative support to the EVP in their professional associations and coordinates with leadership of the institutions for which EVP is a member of the board. Assist the EVP and other senior staff members by independently managing special and on-going projects including data collection, analysis, and the compilation of reports and briefings based on independent research. Share information and best practices; consult with the EVP's direct reports and their staff to improve effectiveness of processes and administration; and support special initiatives. Oversee the office budget and expenses, the reconciliation of accounts, and the payment of vendors. Review cabinet travel and expense reports for accuracy, completeness, and validity of expenditures. Oversee all operations for the EVP office, including office support, event coordination, budget oversight, and technology equipment cycles. Directly supervise the OEVP administrative coordinator, and supervise or delegate supervision for any term, temp or student employees in the office. Manage coverage and administrative issues with minimal direction. Produce executive meetings and retreats and all aspects of the 400-member academic and administrative managers group (AAMG). Facilitate the review of University-wide administrative compliance requirements for administrative units reporting to the EVP. Coordinate travel arrangements for the EVP and special campus visitors.

Qualifications

Essential Qualifications

Bachelor's degree or the equivalent work experience. Five or more years of professional executive level administrative experience with excellent oral and written communication skills. Demonstrated experience with the highest level of professionalism to gather, analyze, interpret and manage confidential and sensitive information. Experienced and effective writer, including the ability to write skillfully on a variety of issues and proofread for accuracy. Agile learner and comfortable with ambiguity. Excellent interpersonal skills with strong orientation towards service and teamwork. Ability to prioritize effectively and work autonomously in a self-directed manner; demonstrates initiative and exercises discretion. Excellent organizational skills and ability to manage multiple priorities in a fast-paced, changing environment. Flexibility, resourcefulness, and adaptability to changing needs and demands; flexibility to work beyond standard business hours as circumstances require. High level of judgment, professional discretion, and confidentiality; commitment to professional integrity and fostering a respectful and collaborative work environment. Strong analytical, problem solving, and data gathering skills. Bias towards quality and accuracy; extremely detail oriented. Willingness and ability to learn and develop self and others. Excellent computer skills including advanced proficiency using email (Outlook), Google Drive applications, the Microsoft Office suite of applications (Word, Excel, PowerPoint), and Adobe.

Preferred Qualifications

Clear understanding of the culture and operations of higher education administration. Experience managing others. Experience managing budgets and familiarity with enterprise-wide administrative and financial systems (e.g., PRIME and Princeton's information warehouse).

Review of Applications will begin immediately.

Applicants should submit a resume and cover letter.

Preference given to applications received by December 9.
Semi-finalists will be required to submit writing samples.

The final candidate for this position will be required to successfully complete a background check.

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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