Administrative Assistant

Administrative Assistant

US-NJ-Princeton

Job ID: 2023-16413
Type: Full-Time
# of Openings: 1
Category: Administrative Support

Princeton University

Overview

The Administrative Assistant will be responsible for executive level administrative support to the Institutional Equity and Diversity unit, including but not limited to: complex scheduling, managing calendars, providing logistical support in the preparation of training materials and presentations; designing, planning and managing large scale events, publications, programs and meetings.

This position requires a high degree of professionalism, diplomacy and discretion in handling confidential information, as well as initiative and independence in supporting equity, diversity, and inclusion related matters at Princeton University. The Administrative Assistant will play a critical role in the daily operations of an energetic, fast-paced, and collaborative environment.

Responsibilities

- Provides high level, confidential administrative support to the Vice Provost for Institutional Equity and Diversity; Director for Institutional Equity and Equal Employment Opportunity; and Associate Provost for Diversity and Inclusion supporting special and ongoing projects including data collection, organization, storage, and reporting; maintaining files, databases, and websites; assisting with preparation of presentations and meeting materials; and designing, planning, and managing large scale events, publications, programs, and meetings. Interacts with a wide range of individuals including students, cabinet members, faculty, administrators, and staff members.

- Organizes and provides administrative support for special events, training programs, and large-group meetings, including prioritizing tasks, back-end/AV support; compiling and distributing meeting agendas, and preparing training materials. Maintains electronic calendars and manages complex and dynamic calendars, using discretion to authorize and prioritize appointments.

- Manages complex travel arrangements, reconciles expenses and prepares expense reports.

- Supports the Office of the Provost as part of the administrative support team, including occasional main office coverage and serving as back-up telephone coordinator.

Qualifications

Essential

- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint required

- Strong analytical skills

- Demonstrate the highest level of professional judgment, discretion, confidentiality, and tact

- Ability to perform in a time-sensitive environment and work independently

- Ability to maintain objectivity and treat all individuals with respect and empathy

Preferred

- Bachelor’s Degree

- Familiarity with University systems: Concur, PRIME, Cognos, OnBase, and PeopleSoft

- Familiarity with website CMS and accessibility

- Familiarity with Microsoft SharePoint and document sharing programs, such as Google Docs

- Familiarity with design and presentation programs, such as Adobe Photoshop, Adobe Acrobat, Canva, and Prezi

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. KNOW YOUR RIGHTS

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