Executive Assistant

Syracuse University

Syracuse, NY

ID: 7074218
Posted: January 19, 2021
Application Deadline: Open Until Filled

Job Description

Job Description
The Executive Assistant supports the Dean and the Associate Dean, coordinating the management and function of both offices. This includes all scheduling, meeting preparation, project assignments, travel coordination and office management. The Executive Assistant interacts with a broad constituency, both internal and external, including the university leadership, faculty, students, community leaders, and staff. The Executive Assistant works independently on and manages college-wide projects, maintains strict confidentially at all times and works in a high pressure, time sensitive environment while projecting a calm, customer-service focused demeanor. The Executive Assistant responds to a wide array of inquiries in a timely and sensitive manner, including regular interaction and appointment setting with students, staff, faculty and senior leaders throughout the University.

Bachelor’s degree and a minimum 7 years of practical administrative and project management work experience in a business or higher education environment.

Job Specific Qualifications
Exercise independent judgment and discretion when handling inquiries/problems from faculty, administrators, school/college staff.
Exceptional demonstrated organizational and interpersonal skills, including diplomacy, tact, discretion, and the ability to maintain the utmost confidentiality inside and outside the Dean’s Office and the Associate Dean’s Office.
Independently organize workload and manage time with minimal supervision.
Knowledgeable and proficient with Microsoft Office, Microsoft Teams, Excel, PowerPoint and Word.
Priority setting efficiently and coordinates the efforts of others into priorities and goals, and plans the time of others accordingly in order to accomplish goals.
Capable of initiating, carrying through and completing tasks under minimal supervision. Must be able to work independently, yet interact with a team and show initiative.
Create and maintain strong working relationships with all university departments.
Excellent oral and written communications skills, creativity, and demonstrated success in managing multiple projects.
Accuracy and attention to detail are essential.

Provide executive-level administrative assistance to the Dean and to the Associate Dean. Manage the day-to-day operations of the Dean’s Office and the Associate Dean’s Office, which includes all business related matters. Assist the Dean and Associate Dean with tact, discretion, and exercising independent judgment.
Receive and screen phone calls, e-mails, snail mail, and visitors for the Dean and Associate Dean in a highly confidential manner exercising discretion, good judgment, diplomacy, and tact.
Manage the Dean’s and the Associate Dean’s calendars in such a way that accommodates their personal needs and preferences (including scheduling appointments, providing materials needed for each meeting, etc.).
Organize and maintain all electronic and paper files and reference materials in a way that affords easy retrieval.

Work with Dean and Associate Dean on and manage college-wide projects.
Independently prioritize and schedule meetings and events for the Dean and Associate Dean and, when necessary, other senior staff.
Provide high-level meeting support, including timely preparation and editing of supporting presentations, agendas, and background documentation.
Manage internal and external meetings including scheduling, travel, logistics, and taking detailed minutes when necessary.
Execute special projects as assigned.

Compose and prepare select external and internal communications, communicate with constituencies and act as the main point of contact for the Dean’s Office and the Associate Dean’s Office.
Responsible for maintaining correspondence records and effective records management to facilitate quick and easy retrieval.
Keep the Dean and Associate Dean informed of upcoming commitments and responsibilities, following up as appropriate.
Use proactive approach to deliverables regarding issues and concerns addressed to the College.

Organize and assist in preparing agendas and materials associated with meetings and associated events throughout the year, including editing, and posting of all meeting materials.
Make recommendations on processes and timelines.

Coordinate all travel arrangements for the Dean and Associate Dean (and guests when needed) and troubleshoot travel issues that arise during time of travel.
Reconcile monthly expenses and pro-cards.
Complete all pre- and post-travel requirements to include expense reports and reconciling pro-cards.
Other duties as assigned.

Physical Requirements
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.


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