Executive Assistant for Event Planning and Office Operations

Posting Details



Job # 037361 Department Code 10001 Department Chancellor's Office Job Title Executive Assistant for Event Planning and Office Operations 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 for Event Planning and Office Support (Executive Assistant) provides leadership, professional expertise, and direction in the planning and execution of high quality on- and off-campus events and functions that advance University priorities related to each campus constituency. Additionally, the Executive Assistant provides executive level administrative leadership and logistical support in support of the daily operations of the Chancellor’s Office. This position reports to the Director of Administration and serves as the primary point of contact for the office. 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
Events responsibilities to include, but not limited to:

• Responsible for event correspondence, including creating participation lists, calendar invites and other logistics (including but not limited to catering, securing locations, transportation, printing, and timelines) and other tasks for a successful completion of each event.
• Manage event related expenses.
• Provide support for institutional and Commencement-related events and activities as pertaining to Chancellor’s Office.
• Develop, create, and maintain databases for Chancellor’s Office events and mailing lists.

Administrative duties to include, but not limited to:

• Front desk support and point of contact for the Chancellor’s Office.
• Responsible for answering incoming calls and correspondence in a courteous, efficient, and timely manner.
• Greeting guests.
• Manage office contacts lists and mailings.
• Scheduling conference rooms.
• Review and triage incoming mail.
• Maintain office supply inventory.
• Steward university memberships, institutional membership records, and subscriptions.

Other projects as directed including, but not limited to:

• Drafting office correspondence.
• Maintaining office records and files and the implementation of archiving policies in support of University rules and regulations governing record keeping.

Other duties as assigned. 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. EEOC
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/88375 Job Posting Date 08/20/2021 Application Deadline Full Consideration By Job Category Staff Message to Applicants