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Executive Assistant to the President bei St. Bonaventure University (NY), NY

St. Bonaventure University (NY), NY · St. Bonaventure, Vereinigte Staaten Von Amerika · Onsite

$50,000.00  -  $62,400.00

Microsoft Office

Microsoft Excel

Microsoft PowerPoint

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About the Department

SBU is seeking an Executive Assistant to the President.  This position provides executive-level support to the President and the operations of the Office of the President and provides administrative and project support to the Chief of Staff. Leads presidential calendar management, scheduling, travel, and event logistics; coordinates engagements originating from the President’s Office (including Board of Trustees activities); and maintains accurate records, files, and resources. Executes a broad range of confidential, high-judgment administrative responsibilities requiring discretion, efficiency, and professional representation of the University.

Position Duties

Administrative Management & Office Operations
  • Act as the initial point of contact for the Office of the President by receiving and responding to phone calls, emails, and in-person visitors; provide information, resolve routine inquiries, and direct communications to the appropriate personnel.
  • Manage daily administrative operations of the President’s Office, including scheduling, coordinating and adjusting appointments, meetings, conferences, and speaking engagements.
  • Manage travel arrangements for the President (and spouse, if needed) including air travel, hotel and car reservations and local directions.
  • Provide administrative and project support to the Chief of Staff, including calendar coordination for cross-functional meetings, document preparation and briefings, action-item tracking, and follow-ups to keep presidential priorities moving.
  • Assist Chief of Staff with travel arrangements for other presidential staff and representatives.
  • Maintain and track project and engagement lists; create and manage tracking systems, including master action lists to streamline workflow and optimize the President’s time.
  • Assess competing demands on the President’s time, recommend prioritization, and manage follow-up actions.
  • Maintain paper and electronic records and files for the President’s Office and the Board of Trustees.
  • Monitor and replenish office supplies and materials to support efficient office operations.
50%
Event & Guest Coordination
  • Assist with the coordination of Presidential events with the Office of Events for the University.
  • Represent the President’s Office on committees and at University events such as commencement, convocation, and alumni gatherings.
  • Manage arrangements for special guests, including scheduling and hospitality needs.
  • Coordinate the scheduling, catering, invitation lists, and on-site support of events at the President’s residence.
15%
Budget & Financial Management
  • Oversee day-to-day budget transactions, reconciliations, and reporting.
  • Process purchase requests, invoices, reimbursements, and expense transactions.
  • Manage University memberships, including maintaining active lists and serving as budget officer.
10%
 Meeting & Communication Support 
  • Support President’s Cabinet meetings as a non-member to record, prepare, and distribute meeting notes and minutes.
  • Prepare and distribute background materials, agendas, and briefing packets for meetings on the President’s calendar, ensuring the President and the Chief of Staff are fully prepared for efficient use of time.
  • Coordinate across departments to support speeches, communications, and engagement preparation.

Governance & Board Support
  • Document and maintain official records of Board of Trustees and committee meetings, ensuring accurate minutes, timely approvals, and proper archiving in compliance with governance standards.
  • Provide administrative support for the Board of Trustees, including meeting logistics, event coordination, and material distribution. 
  • Support governance processes and communications between the President and University leadership.
10%
University Governance, Commissions, Committees and Special Projects
  • Serve as Staff Senator as representative of the President’s Office (elected, with terms).
  • Serve on Presidential Commissions and Committees as assigned.
5%
Other duties as assigned

Minimum Qualifications

Education: 

Bachelor’s degree required.
 
 
Years of Experience –
Minimum of three years of executive-level support

Knowledge, Skills, and Abilities
  • Exceptional ability to communicate and express ideas both verbally and in written communication including the communication of adverse information with tact and diplomacy. 
  • Advanced knowledge of Microsoft Office including Word, Excel and PowerPoint.
  • Knowledge of supplies, equipment, and/or services ordering and inventory control.
  • Knowledge of University organizational structure, workflow, and operating procedures.
  • Skilled in accounting procedures involving procurement, travel, and/or employment.
  • Skilled in project management principles, practices, techniques, and tools.
  • Ability to create, compose, and edit basic, routine and complex written materials.
  • Skilled in developing and maintaining basic, routine and advanced recordkeeping systems and procedures.
  • Ability to perform advanced research, organize resources and establish priorities.
  • Ability to work as a team member and foster a cooperative work environment. 
  • Possesses exceptionally strong organizational, interpersonal, and leadership skills.

Other Qualifications

Full-time employees at SBU enjoy unparalleled Benefits

Abundance of Time off
 

Tuition Remission 

  • 100% undergraduate tuition remission for employee, spouse, and dependents
  • 80% graduate tuition remission for employee (online and ground programs)
  • 50% for spouse (ground programs only)


 Full Benefit package

  • 403b Retirement Plan + 10% Employer contribution after 2 years
  • Health Insurance with $250 Wellness card  
  • Dental Insurance
  • Employer Paid Life insurance
  • Short-term Disability 
  • Employer Paid Long-term Disability  
  • Employee Assistance Program


Other Perks

  • Free access to campus fitness center
  • 2 free Division 1 Men’s Basketball Season tickets
  • Golf course membership discount
  • Other National and Local discounts available

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