Executive Assistant, Office of the President

Seton Hall University   South Orange, NJ   Full-time     Administration / Clerical
Posted on May 6, 2024
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Executive Assistant, Office of the President


Job No: 496349


Full Time/Part Time: Full-time


Location: South Orange


Categories: Administrator


Under general supervision of the Executive Director of Presidential Affairs, this role performs complex administrative duties. The principal focus is on handling and preparing sensitive information, files, and policy-related matters of a highly confidential nature requiring the utmost discretion and tact in guarding confidentiality. This individual acts as an active and self-sufficient member of the President's Office staff and the broader community and will serve the President and the Provost directly when the Executive Director is out of the office. They contribute actively to fostering an inclusive and welcoming community that will enable faculty, staff, and students to thrive. A high-level of independent judgement, initiative, and problem-solving skills are essential, along with strong communication and interpersonal abilities.


Duties and Responsibilities:


Coordinates the scheduling of appointments, meetings, conferences, and other events within the Office of the President, as delegated by the Executive Director of Presidential Affairs. This role may involve managing multiple calendars and schedules as the primary support lead. The position includes making travel arrangements, confirming appointments and reservations, receiving and screening calls, mail, and visitors. Manages the first-floor corridor. It also entails responding to inquiries and conducting fact-finding to resolve issues as needed. Additionally, the individual assists with event coordination as required.


Manages and completes monthly accounting tasks as assigned, including processing credit card statements, internal transfers (IDTs), reimbursements, and more. Orders supplies and maintains inventory levels. Oversees the electronic filing system. Prepares and edits various correspondences, such as cover letters and greeting cards.


Assists with managing the Office of the President's outreach strategy that includes the development, communications, and compliance. Anticipates and coordinates and organizes time-sensitive follow-ups for meetings and engagements within the Office of the President. Compiles information and materials for meetings, presentations, etc. Ensures a workable timetable for planning correspondence and event preparation. Attends Committee meetings and prepares minutes as assigned.


Other duties as assigned.


Required Qualifications:


High School diploma or GED


5-8 years of administrative support experience. The candidate must have experience with the suite of Microsoft Programs, exercise good judgement in a variety of situations, have strong written and verbal communication skills, and demonstrate the utmost confidentiality and discretion in their work.


Desired Qualifications:


Bachelor's degree.


Experience in Higher Education preferred.


Ability to acquire knowledge of all aspects of the University's organization, operations, strategic goals, mission, policies and procedures.


Ability to analyze and interpret data, make independent decisions in keeping with level of the position. Ability to analyze situations / requests and handle individually and report to Executive Director of Presidential Affairs.


Ability to handle multiple assignments / tasks concurrently. Ability to communicate effectively and interact well with all constituencies.


Should exhibit strong team collaboration and team building skills, demonstrate conscientiousness, take initiative, and assume responsibility in all tasks.


Salary Grade:


AD170 - Administrative


Exempt/Nonexempt: Exempt


Physical Demands: General Office Environment


Special Instructions to Applicants:


Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.


Advertised: 03 May 2024


Application Closes:


To apply, visit https://apptrkr.com/5234837


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