Executive Assistant

Posting Details

Posting Details

Job #
039168

Department Code
1001-1001

Department
Chancellor's Office

Job Title
Executive Assistant

Location
Syracuse, NY

Pay Range
Commensurate with Experience

Staff Level
S5

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. Occasional weekends and evenings required.

Job Type
Full-time

Campus
Syracuse, NY

Unionized Position Code
Not Applicable

Job Description

The Executive Assistant reports to the Chancellor’s Director of Administration and performs administrative functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University’s role within the community. As the Office’s front-desk coordinator, the holder of this position will coordinate daily administrative operations of the office, including managing the flow of information between the Chancellor’s Office and other University units, and managing phone, email, mail and in-person contacts.

The Executive Assistant also assists in the coordination and execution of Chancellor’s Office meetings and events. The Executive Assistant has recurring contact with members of the Board of Trustees, senior administrators and executives, faculty, staff, students, and parents. The Executive Assistant will exercise initiative and independent judgment in assisting in the management of the Chancellor’s Office administrative matters. The Executive Assistant uses discretion in the dissemination of information to the various constituencies served by the University and coordinates activities with other administrative units of the University.

Qualifications

• Bachelor’s degree preferred plus 5-8 years of work experience required.

Job Specific Qualifications

• Excellent verbal, written, and communication skills are required.
• Outstanding level of professionalism in providing administrative assistance, including the ability to exercise independent judgment, initiative, discretion, and diplomacy in handling highly sensitive matters and maintaining strict confidentiality.
• Strong computer skills with knowledge of databases and proficiency with word processing, spreadsheets, presentation software, email, and video conferencing.
• Excellent organization skills are required.
• Must be able to work independently, use initiative, and make substantive decisions quickly.
• Ability to accurately interpret University protocols, policies, and procedures.
• Superior interpersonal skills including courtesy, professionalism, and cooperative attitude.
• Demonstrated experience managing events.
• Ability to schedule, organize, and manage a wide variety of meetings and events.
• Proven ability to multi-task, prioritize, and meet a variety of deadlines.
• Thorough mastery of English grammar, punctuation and spelling including proofreading and proper formatting for composing/editing documents.
• The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Responsibilities

Executive Assistant

• Provide executive-level administrative leadership and professional support in a highly confidential area using discretion and independent judgment.
• Coordinate and manage the office’s daily functions, including:
  - Managing front desk office responsibilities to include greeting guests and assisting with the execution of the Chancellor’s Office’s daily schedule and in-office appointments.
  - Reviewing and processing internal and external contacts and requests to the office received via phone, email, and mail.
  - Maintaining electronic and paper office records.
  - Maintaining office supply inventory.
  - Drafting, reviewing, and filing Chancellor’s correspondence.
• Provide scheduling and administrative support to Chancellor’s Office staff.
• Provide administrative support to additional University leaders as assigned.
• Provide administrative support for Women in Leadership program.

Events

• Assists in the coordination and execution of Chancellor’s Office events including:
  - Initiating event correspondence and invitations.
  - Compiling RSVP lists.
  - Coordinating participant logistics.
  - Coordinating event logistics including site selection/reservations, audio/visual technologies, catering, etc.
  - Managing and monitoring event budgets.
• Provide staffing and logistical support for institutional events and activities.
• Develop, create, and maintain databases for Chancellor’s Office events and mailing lists.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

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.

EEO Statement

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/96828

Job Posting Date
11/16/2022

Application Deadline

Full Consideration By

Job Category
Staff

Message to Applicants