"Executive Assistant Confidential (2 positions available)"

Position Summary:

Rutgers, The State University of New Jersey, is seeking two highly skilled and detail-oriented Executive Assistants to provide dedicated support to senior leadership within University Finance and Administration. One Executive Assistant will support the Vice President for Financial Planning & Analytics – Chief Budget Officer, and the other will support the Vice President for Finance and Associate Treasurer. In addition to supporting their assigned Vice President, each Executive Assistant will also provide high-level administrative support to other members of the Vice Presidents' respective departments as directed.

These positions demand exceptional organizational skills, meticulous attention to detail, and the ability to manage complex and highly detailed schedules with accuracy and discretion. The Executive Assistants will act as trusted partners, ensuring the effective operation of the offices they support and representing University Finance and Administration with the highest level of professionalism.

Key Duties:

• Provides confidential executive-level administrative support to the Vice President and supports other members of the Vice President's respective departments as directed.
• Manages all aspects of complex calendars, including high-priority meetings, events, and related logistics.
• Coordinates travel and processes expense reports.
• Prepares and edits presentations, correspondence, and reports; manages records, data, and documents.
• Conducts research and prepares background materials for issues, initiatives, and projects.
• Ensures the Vice President is fully prepared for meetings and commitments; tracks projects and action items through completion.
• Provides technical support for in-person and virtual meetings (Zoom, Teams, A/V setups).
• Uses online tools to organize workflows, scheduling, and communications.
• Exercises discretion in handling sensitive communications and confidential materials.
• Supports planning and execution of UFA-wide events and programs when assigned.
• Handles personnel-related administration, including building access, hiring transactions, payroll, absence reporting, and related processes.
• Processes invoices, purchases, requisitions, and other procurement and space management documentation.
• Provides administrative support to departments reporting to the Vice Presidents.
• Offers backup coverage for administrative staff across University Finance and Administration.
• Assists with special projects and UFA-wide events, including logistics, vendor coordination, and day-of support.
• Performs other administrative duties as assigned.

Minimum Education and Experience:

Bachelor's degree in a related field and at least two (2) years of high-level administrative support experience in a complex environment; or an equivalent combination of education and experience that demonstrates knowledge, principles and practices of office administration.

City:

Piscataway

State:

NJ

Physical Demands and Work Environment:

This position is performed in a standard office environment and requires the ability to work on a computer for extended periods of time. Occasional travel is required between 33 Knightsbridge Road in Piscataway and various on-campus locations. A valid driver's license and reliable transportation are required. The position may be eligible for a hybrid work schedule; however, on-site presence will be required as determined by the Vice President's schedule and operational needs, which may at times require full on-site attendance.

Special Conditions:

Clean Driving Record.