Princeton University seeks a talented, energetic executive assistant to provide high-level executive and administrative support to the vice president and secretary of the University. The vice president and secretary has administrative responsibility for the Board of Trustees of the University; serves as a senior adviser to the president; oversees the Office of Community and Regional Affairs and the Office of State Affairs; oversees the Princeton Alumni Weekly; oversees the official convocations of the University; and manages a range of projects related to the Universityâ™s strategic initiatives, major development priorities, and presidential outreach.
The executive assistant to the vice president and secretary has a broad set of responsibilities, including supporting the vice president directly; managing the day-to-day operations of the vice presidentâ™s office, including facilitating coordination and collaboration among units reporting to the vice president; supervising at least one staff member; managing the office's finances; and managing a range of special projects and time-sensitive requests. The executive assistant will support the vice president and secretary in a variety of activities and serve as a primary resource to other University and external offices.
The executive assistant should take a proactive approach to anticipating the needs of the vice president and secretary, and exercise autonomy with respect to a number of complex tasks. Success in the role will require: a positive and collaborative working style; an ability to gather and absorb complex details pertaining to special assignments; exceptional communication skills, both written and oral; excellent judgment, including as it pertains to sensitive and confidential information; an ability to thrive in a fast-paced environment; and an ability to manage numerous projects effectively and efficiently. The executive assistant must have the versatility to manage the vice president's calendar as well as a variety of high-level assignments as they arise.
Responsibilities of the Executive Assistant to the Vice President and Secretary
Manages a complex and dynamic calendar: responds on a daily basis to requests that can be complicated or sensitive and may necessitate an appropriate setting of expectations and prioritization.
Fields telephone calls and visits: decides which inquiries can be handled directly, which should be referred elsewhere, and which must be addressed by the vice president and secretary. Responds independently to inquiries and requests for information from external sources.
Organizes and sets priorities among a variety of complex tasks, including a high volume of regularly occurring work and a constantly changing array of special projects and calendar demands.
Maintains, produces, and handles highly sensitive documents, records, and communications with the utmost respect for confidentiality and discretion.
Organizes, manages, and provides administrative support for special events and programming.
Undertakes research projects and collects and analyzes data as background for meetings and special initiatives.
Supports the collection, production, and dissemination of materials for meetings and events; helps to prepare PowerPoint presentations and other materials in electronic or printed format.
Takes initiative, pro-actively supporting the Office of the Vice President and Secretary and the units reporting into it.
Is an effective, creative, and resourceful problem solver.
Works effectively with a broad range of colleagues and external partners.
Oversees the office budget and expenses, the reconciliation of accounts, and the payment of vendors.
Assists with preparations for trustees meetings.
Arranges travel and itineraries for the vice president and secretary for off-campus meetings.
Upon occasion, arranges campus visits for a range of visitors.
Understands and is compliant with all University policies and regulations, including financial and human resources policies.
B.A. or the equivalent years of experience
Five to 10 years of relevant experience
Ability to handle multiple tasks within a heavy workload with grace and good humor
Willingness to assist others as circumstances may require
Excellent organizational skills and ability to manage multiple priorities in a fast-paced, changing environment
Meticulous attention to detail and accuracy in matters of proofreading, document processing, and relaying messages
High degree of judgment and professionalism as well as a profound respect for the confidentiality of the documents and communications involving the office
Ability to be proactive, to demonstrate initiative, and to exercise discretion; ability to work independently and accurately
Ability to plan ahead and anticipate needs of the vice president and the office
Strong work ethic; commitment to completing work on a timely basis
Flexibility; resourcefulness; adaptability to changing needs and demands; willingness to work longer hours as circumstances require
Proficiency in technology and University software applications
Prior work experience in providing high-level administrative support to organizational leadership
Prior work experience in higher education
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
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.