Executive Assistant, AVP Office of Facilities

Executive Assistant, AVP Office of Facilities

Position Title: Executive Assistant, AVP Office of Facilities
Department: AVP Office of Facilities
Job Type: Full-Time

Position Summary

The Executive Assistant provides confidential executive and operational support to the Associate Vice President of University Facilities. This role is responsible for managing senior-level support functions, coordinating communications, and supporting the AVPs priorities within a large, multi-campus facilities organization. The position requires exceptional organizational skills, sound judgment, discretion, and the ability to independently manage competing priorities in a fast-paced, highly visible environment.

Key responsibilities of this position include but are not limited to:

Executive Support

• Provide comprehensive support to the Associate Vice President.
• Anticipate AVPs needs and proactively manage priorities to support the AVPs daily schedule, operations and strategic objectives.
• Prepare, review, and edit correspondence, reports, presentations, briefing materials, and other documents on behalf of the AVP.
• Perform research, benchmarking, and information analysis on a range of topics identified by the AVP to support decision-making and initiatives.
• Manage sensitive and confidential information with discretion and professionalism.
• Always demonstrate a high level of professionalism in appearance, communication, and conduct when engaging with university leadership, campus partners, external stakeholders, and visitors.

Coordination & Communication

• Serve as the primary point of contact for the AVPs office, responding to inquiries and directing matters appropriately and timely.
• Coordinate meetings with internal and external stakeholders, including executive university leadership, campus partners, consultants, and vendors.
• Draft and disseminate communications on behalf of the AVP to University Facilities leadership and staff, ensuring clarity, consistency, and professionalism.
• Facilitate follow-up on action items and commitments resulting from meetings and executive discussions.

Operational & Organizational Support

• Oversee processes across University Facilities, including tracking deliverables, maintaining records, and organizing files (digital and paper) in compliance with university standards.
• Assist with special projects, initiatives, and events.
• Coordinate logistics for leadership meetings, retreats, and departmental events as needed.
• Maintain awareness of University Facilities organizational structure, priorities, and ongoing initiatives to effectively support leadership needs.

Office, Suite & Conference Space Coordination

• Maintain the AVPs office suite, conference spaces, and personal workstation in a professional, orderly, and meeting-ready condition, ensuring spaces are appropriately stocked and set up to reflect the standards of the AVPs office and their frequent visibility to senior leadership, staff, and visitors.
• Coordinate conference room readiness before and after meetings (e.g., room setup, materials, technology coordination, and basic reset of the space).
• Serve as a point of contact with custodial, facilities, and support services to address cleaning, maintenance, or setup needs and ensure issues are resolved in a timely manner.
• Monitor office and conference room supply needs and coordinate replenishment in accordance with university procedures.

Financial Processes

• Assist with departmental budgeting, purchasing, and contract documentation, ensuring compliance with SUNY and New York State requirements.

Minimum Qualifications

• Bachelors degree with 2 years of experience providing senior administrative support.
• Demonstrated experience supporting senior-level leadership.
• Strong organizational, communication, and problem-solving skills.
• Proven ability to manage confidential information and exercise sound judgment.
• Proficiency with Microsoft Office applications and calendaring systems.
• A valid Class D drivers license to operate a motor vehicle is required or candidate must otherwise demonstrate their capacity to meet the transportation requirements of the position.

Preferred Qualifications

• Experience in higher education, facilities, or a public-sector environment.
• Familiarity with SUNY or New York State processes.

Salary Range
$65,000 - $75,000