Executive Assistant, AVP Office of Facilities

Job Details

Executive Assistant, AVP Office of Facilities

Position Information

Position Title: Executive Assistant, AVP Office of Facilities

Department: AVP Office of Facilities

Posting Link: https://www.ubjobs.buffalo.edu/postings/62263

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 AVP’s 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 AVP’s needs and proactively manage priorities to support the AVP’s 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 AVP’s 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 AVP’s 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 AVP’s 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.

Learn more:

• Our benefits, where we prioritize your well-being and success to enhance every aspect of your life.
• Being a part of the University at Buffalo community.

University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.

Minimum Qualifications

• Bachelor’s 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 driver’s 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

Contact Information

Contact's Name: Suzanne Gentz
Contact's Title: Director of Finance
Contact's Email: sgentz@buffalo.edu
Contact's Phone: 716-645-1527

Posting Dates

Posted: 05/11/2026
Date to be filled: 06/15/2026