Executive Assistant to the Provost

3 days ago

Princeton, United States Princeton University Full time
Overview

The provost is the deputy of the president as well as the chief academic officer and chief budgetary officer of the University. Sitting at the intersection of academic and financial planning, the provost plays a critical role in stewarding resources to support the University’s mission. The Office of the Provost supports the establishment of new programs and initiatives, considers university-wide issues of scope and scale, and translates academic and other critical needs into philanthropic opportunities.

Reporting to the senior manager of administrative operations, the executive assistant to the provost (EA) serves as the primary administrative assistant to, and takes direction from, the provost. Responsibilities include managing all calendaring for the provost and, as necessary, other senior staff; serving as the primary point of contact for the office and staffing the reception area; planning and executing meetings and events; preparing meeting materials; managing the budget and day-to-day operations of the Office of the Provost; and managing projects.

The successful candidate will take a proactive approach to anticipate the needs of the provost and exercise autonomy for a number of complex responsibilities. The EA must be able to respond with appropriate urgency to situations that arise and solve difficult problems efficiently and effectively, exercise a high level of judgment, integrity, and discretion in handling confidential information, and be the consummate professional in interacting with all levels of individuals internal and external to the University.

This position is required to work on campus five days a week during normal business hours (8:45-5:00 during the academic year and 8:30-4:30 in the summer). Work outside normal business hours is sometimes required with advance notice.

Applicants are required to submit a cover letter for full consideration. 

Responsibilities

The executive assistant to the provost:

  • Represents the office to, and interacts with, senior administrators, faculty, staff, students, alumni and trustees, as well as distinguished individuals outside the university; manages incoming requests to the Office of the Provost by determining priorities, in addition to researching, responding or delegating responses as appropriate on behalf of the provost.
  • Manages special and on-going projects delegated by the provost or senior manager, which may including data collection, analysis, compilation of reports and briefings based on independent research.
  • Manages the complex and dynamic schedule of the provost, including prioritizing requests for time and scheduling under significant constraints. Ensures the provost is kept on schedule and appropriately briefed. Coordinates, synthesizes and prepares critical information for meeting support, including the dissemination of pre-read information and the dissemination of action items. Coordinates travel arrangements for the provost and campus visitors. Provides administrative support for other senior staff as directed.
  • With oversight from the senior manager, the EA manages the budget and day-to-day operations for the Office of the Provost. This includes managing the provost's expenses, processing financial transactions (POs, journals, etc.), reviewing financial reports on a monthly basis and investigating and resolving discrepancies, managing digital files, ordering equipment and supplies, and tracking technology equipment.
  • Plans and executes meetings for the Office of the Provost, including twice annual "all staff" meetings, lunch and learn sessions and senior staff meetings, and social events such as the annual holiday party and spring BBQ.
Qualifications
  • Five years or more of professional administrative experience
  • Demonstrated ability to take initiative and thrive in a fast-paced environment.
  • Strong work ethic; flexibility and adaptability that includes a willingness to undertake both mundane and complex tasks with enthusiasm and energy.
  • Excellent interpersonal skills with strong orientation service and teamwork.
  • Excellent oral and written presentation and communication skills.
  • Excellent judgment, organizational and managerial skills. Ability to prioritize effectively and work autonomously in a self-directed manner.
  • Strong analytical, problem solving and data gathering skills.
  • Bias toward quality and accuracy; extremely detail-oriented.
  • Excellent computer skills including advanced proficiency using the Microsoft Office suite of applications (Word, Excel, Access, PowerPoint).
  • High level of professional discretion and confidentiality; commitment to professional integrity and fostering a respectful and collaborative work environment.

Preferred qualifications

  • Experience providing administrative support to a senior executive
  • Clear understanding of the culture and operations of higher education administration
  • Experience managing budgets and familiarity with enterprise-wide administrative and financial systems

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

Standard Weekly Hours 36.25 Eligible for Overtime No Benefits Eligible Yes Probationary Period 180 days Essential Services Personnel (see policy for detail) No Physical Capacity Exam Required No Valid Driver’s License Required No Experience Level Mid-Senior Level #LI-JE1

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