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Executive Assistant to the Vice President

Employer
Adelphi University
Location
New York, United States
Salary
Salary Not specified
Posted date
Dec 1, 2021

View more

Position Type
Executive, Other Executive
Employment Level
Administrative
Employment Type
Full Time
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Executive Assistant to the Vice President

Enrollment Management and University Communications

JOB SUMMARY:

The Executive Assistant (EA) will support the Vice President and maintain primary responsibility for strategic relationship management, communications and logistical support, project management, as well as serve as a key liaison for communication with the Offices of Enrollment Management and University Communications, Board of Trustees, relevant University partners, and other members of the Adelphi University community. The EA is also expected to support daily operations and office management including but not limited to budget maintenance, supply inventory, and invoice management.

REPORTS TO: Vice President of Enrollment Management and University Communications

RESPONSIBILITIES & DUTIES:

Logistics & Travel
  1. Prepare arrangements for all relevant travel, domestic and international.
  2. Schedule appointments and travel itineraries.
  3. Provide clear, comprehensive travel packs including: detailed travel itinerary, transportation arrangements, logistical confirmations, meeting context and preparation documents, etc.
  4. Understand travel preferences when booking flights, hotels, etc. and check to make sure these preferences are followed when possible, or communicated in advance when not possible.
  5. Maintain accurate details for meetings in advance of travel, adding to necessary calendars.

Communications & Relationship Management
  1. Serve as primary point of contact for Vice President; manage telephone correspondence, weekly calendaring, and visitor requests. Support other members of management team as determined necessary by Vice President.
  2. Coordinate Vice President and team member schedules to ensure monthly leadership meetings, (bi) weekly individual check-ins, and other recurring internal meetings.
  3. Schedule and proactively plan recurring internal communications touch points.
  4. Compose and process standard correspondence, including drafting complex and at times sensitive communications.
  5. Prioritize and escalate issues on daily and ongoing basis to maximize use of Vice President's time and proactively resolve issues.
  6. Monitor inbound physical mail for Vice President to stay current on relevant matters.
  7. Route incoming issues or concerns appropriately.
  8. Organize and maintain correspondence and records; follow-up on pending matters.
  9. Communicate and/or coordinate Vice President's directions with various individuals and/or departments.
  10. Prepare reports, summaries, and replies to requesting parties, selecting relevant information from a variety of sources.
  11. Prepare quarterly Board of Trustees materials including meeting minutes for the Enrollment Management and University Marketing subcommittee.
  12. Manage external communications tools including departmental newsletter distribution inbox and distribution lists.

Administration & Project Management
  1. Manage ongoing strategic initiatives and projects including the recording and sharing of progress and results on a regular basis.
  2. Prepare and track expense reports in timely manner following travel; review and advise on expense reports for Vice President's direct reports, following Adelphi's relevant travel and expense policies.
  3. Enter and maintain contacts, outreach, and relationship tracking details in relevant database in timely manner; support data maintenance and creation of constituent lists for special mailings and outreach.
  4. Coordinate and report all staff vacation calendars and time recording.
  5. Manage office supplies inventory.
  6. Assist in budget management and planning.
  7. Reconcile monthly credit card expenses for lead department credit card.
  8. Assist and provide research for special projects.
  9. Maintain filing and record system, including confidential files.
  10. Take and transcribe meeting minutes of conferences and meetings.
  11. Perform other job-related duties as assigned.

REQUIREMENTS: (Knowledge, skills and abilities)
  1. Strong ability to prioritize workload according to volume, urgency, etc.
  2. Strong organization skills, attention to detail, and budget management skills.
  3. Strong interpersonal skills and relationship management abilities.
  4. Strong ability to handle multiple tasks effectively and accurately, including management of projects.
  5. Strong ability to be discrete and maintain high confidentiality on a wide range of issues.
  6. Strong verbal and writing skills including attention to grammar and spelling.
  7. Strong ability to acquire and use new information.
  8. Strong computer skills for using Windows, Microsoft Word, PowerPoint, Excel, Zoom, Administrative Systems, Google Solutions, and E-mail.

EDUCATIONAL/EXPERIENCE REQUIREMENTS:
  1. Bachelor's Degree preferred.
  2. Three years of administrative and executive support experience is required.

ABOUT ADELPHI:

Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four—Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving almost 8,000 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers more than 60 undergraduate programs, more than 65 master's degree and doctoral programs, and more than 35 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 116,000 graduates across the country, a growing enrollment of students from 43 states and 64 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.


To apply, visit https://phf.tbe.taleo.net/phf02/ats/careers/v2/viewRequisition?org=ADELPHI&cws=39&rid=2662

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