"Administrative Assistant to the Vice President for Administration and Chief of Staff"

Position Title:

Administrative Assistant to the Vice President for Administration and Chief of Staff

School/Division:

Office of the President (division)

Office:

Office of the President

Full Time/Part Time:

Full-Time

Description:

Reporting to the Vice President for Administration and Chief of Staff, the Administrative Assistant provides high-level administrative, logistical, and organizational support to the Vice President and to the Office of the President. The Administrative Assistant plays a key role in facilitating communication, coordinating Board of Trustees meetings and materials, and assisting with projects and events that advance Hofstra University's strategic priorities.

This position requires exceptional attention to detail, professionalism, and the ability to manage multiple complex tasks in a fast-paced environment. The Administrative Assistant interacts regularly with trustees, senior administrators, faculty, staff, and external partners and must demonstrate discretion, proven ability to handle confidential information, sound judgment, and a high level of customer service.

Responsibilities include, but are not limited to:

Administrative Support for the Vice President for Administration and Chief of Staff

• Provides direct administrative and logistical support to the Vice President for Administration and Planning and Chief of Staff, including managing the calendar, travel, correspondence, and meeting coordination.
• Coordinates preparation, logistics and organization of materials for all meetings of the Board of Trustees and its committees, including scheduling, record keeping, and distribution of electronic and printed materials, ensuring timely delivery of materials and adherence to confidentiality and governance standards.
• Assists in the preparation of briefings, reports, presentations, and communications.
• Coordinates follow-up on initiatives, action items, and communications on behalf of the Vice President.
• Maintains organized systems for managing confidential information and departmental records.
• Assists with special projects and initiatives as assigned by the Vice President or the President.

Office of the President Support

• Provides high level customer service as front line reception in the Office of the President
• Works collaboratively with staff in the Office of the President to support day-to-day operations.
• Partners with other administrative assistants in the President's Office to ensure seamless coverage and coordination of schedules, travel and reimbursements, correspondence, and special projects.
• Provides logistical and event support for University-wide and presidential events, including Commencement, Board functions, and campus celebrations.
• Maintains effective communication and collaboration with administrative units across the University.

Other Responsibilities

• Performs related duties as assigned.

Qualifications:

• Bachelor's degree required.
• Minimum of three years of progressively responsible administrative experience, preferably in higher education.
• Exceptional organizational and project management skills, with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
• Strong interpersonal skills and the ability to work effectively with diverse constituencies including trustees, administrators, faculty, and staff.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with new technologies and platforms.
• Ability to work occasional evenings or weekends to support Board meetings and university events.

Preferred Qualifications:

• Experience working in a senior administrative or executive office environment.
• Prior experience supporting a governing board or executive leadership team.

EEO Statement:

Hofstra University is an equal opportunity employer and is committed to extending equal opportunity in employment to all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, physical or mental disability, marital or veteran status or any other characteristic protected by law.