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Executive Administrative Assistant
2 months ago
**No third parties, C2C or sponsorships available. **
Our client, Princeton University, is seeking an experienced Executive Assistant. This individual must embody core values essential to the University including excellent customer service, resourcefulness, dependability, and approachability, while exercising the utmost discretion. The position will require strong organizational, communication, customer service, and process management skills to help shape this dynamic department. Candidates with previous experience working in higher education and or the construction industry are strongly preferred. Please note, this is a full time, fully onsite position with the potential for permanent placement.
General Office Administration
- Provide reception responsibilities for the office while creating a welcoming atmosphere and providing helpful information and guidance to phone, mail, email, and in person inquiries.
- Exercise sophisticated phone etiquette, exceptional written correspondence, and maintain a professional demeanor in all circumstances while representing the department.
- Manages the complex calendar for the AVP, setting internal prep meetings and debriefs.
- Draft and circulate agendas, take meeting minutes when necessary, and implement systematic follow- ups to be sure all tasks are completed thoroughly and in coordination with other Facilities departments and with campus partners.
- Coordinate travel arrangements for the AVP and Director, completing all expense reports using Concur and processing reimbursements in a timely manner.
- Develop and/or maintain administrative and project filing systems (electronic and paper). This support function includes AVP files, project files, and general administrative files.
- Maintain various template files and guidance documents to assist in the overall accomplishment of goals.
Events Management
- Organize and manage a diverse range of events including small, recurring meetings (5 –10 attendees); bi-weekly senior staff meetings (~10 attendees); monthly department meetings (~60 attendees); Facilities training sessions (~700 attendees over multiple sessions); new employee orientation and campus tours; sexual harassment prevention training, etc.
- Events may require this individual to book venues, enlist outside facilitators, coordinate catering services, arrange for media services support, compile, and distribute materials, prepare meeting summaries, write, and circulate minutes, etc.
Qualifications
- Associate degree or at least 10 years’ experience in a related role.
- Able to prioritize and coordinate multiple projects simultaneously in a demanding environment.
- Demonstrated technical skills in Microsoft Office Suite, Outlook, and Adobe Creative Suite, including Acrobat and Photoshop.
- Highly organized, dependable, and discreet in dealing with sensitive information.
- Demonstrated communication skills both written and oral, able to connect with all levels of staff, faculty, students, and community members.
- Able to adapt to changing priorities and needs, while remaining flexible.
- Able to collaborate with colleagues, campus partners and stakeholders.
Preferred Qualifications
- Previous experience working in higher education environment or the construction industry.
- Interest or familiarity with computer software technology, computer aided drafting, data base software and terminology.
- Proficient or advanced in Concur.
Please forward your resume for immediate consideration at
