"Executive Assistant"

Required Qualifications

Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Experience supporting a senior-level manager. Experience with Microsoft Office and/or Google applications. Experience with calendar management and travel coordination. Experience creating correspondence.

Preferred Qualifications

Advanced degree (foreign equivalent or higher). Additional years (3+) of full-time administrative experience. Experience working for a government entity. Experience working as an Assistant to an Executive in a large, complex environment.

Brief Description of Duties

The Executive Assistant reports to the Senior Executive Assistant to the President. The incumbent is responsible for highly confidential and time sensitive information. Keen discretion is required at all times. Although the core responsibilities of the position are listed below, the nature of the office results in the incumbent getting involved in a variety of situations which may not be specifically outlined, therefore the incumbent must be flexible with excellent time management skills. The incumbent is expected to communicate effectively with high level campus and SUNY administration, local and federal government officials, University donors, as well as students, parents and members of the community. Representing the President with utmost professionalism at all times is essential. The incumbent will need to be available after hours for critical assignments, regularly requiring communicating via email during non-business hours. Incumbent must have excellent time management, organizational, communication (verbal and written), interpersonal, and customer service skills.

Back-up Support to the Senior Executive Assistant

• Provide backup support on all matter relating to the President, including but not limited to managing the President's schedule, which includes calendar management, ensuring the President remains on schedule, confirming all internal and external meetings in advance (details, location, directions, briefing documents, etc.), and the management of the President's inboxes. Keen discretion is necessary in determining which urgent matters require the President's attention, and which can be delegated to another staff person for action. This requires the ability to make sound decisions while considering various circumstances.

Project and Event Coordination

• Coordination of events at on and off campus venues. Coordination of attendees and event details for external memberships and campus wide events (I.e. Long Island Association, Governor's Island, Presidential Art Reception, etc.). Confirm that all event analysis forms are submitted properly and following the approval of the event, forwarding it to MARCOM. Provide administrative assistance for the President's research assistants and/or post docs. Handle incoming and outgoing correspondence (received in person or electronically) for the President. This can be in the form of reviewing mail, obtaining the President's signature for documents, sending congratulatory notes and Inauguration regrets/thanks, and other communications from the President. Partnering with the Senior Executive Assistant to the President with sending regular electronic communications to the entire campus community regarding university policies, special events, urgent matters, management announcements, and other significant matters requiring campus-wide communication from the President. Must ensure these messages are ADA compliant. For international visitors to the President's office, ensure proper protocol is followed (gift exchanges, food, catering, etc.) while maintaining cultural awareness and sensitivity. Maintain gift logs for international gifts given by the President to visiting dignitaries. Facilitate the sending of holiday cards and maintain the President's contact and mailing lists. Handles special projects on an as needed basis. Ensures the timely approval of monthly time and attendance for all vice presidents and other faculty and staff who report directly to the President. Serve as backup for the Office of the President Assistants, as needed (i.e. vacation coverage).

Travel and Expenses

• Responsible for coordinating all President's travel plans including air travel, hotel accommodations and ground transportation. Tracks all out of pocket expenses and processes travel/expense reimbursement requests. Ensures all relevant traveler information is given to airlines and hotels. May be required to coordinate the travel plans and accommodations for Presidential visitors.

President's Reports

• Prepares reports for the Stony Brook Council, Stony Book Foundation, and University Senate using predetermined templates.

Other duties of projects as assigned as appropriate to rank and departmental mission.

Special Notes

This is a Management Confidential position. This is a full time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

Evening and weekend work may be required at times.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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