Executive Assistant

The Executive Assistant to the Senior Vice President for Academic Affairs and Provost manages and oversees the administrative operations of the Office of the Provost. The Executive Assistant acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office, and assists and represents the Provost in communicating with constituents. The Executive Assistant researches, prioritizes, and follows up on multiple issues and concerns addressed to the Provost, including those of a sensitive and/or confidential nature.

Responsibilities include but are not limited to:

• Works directly with the SVP/Provost on a wide range of administrative tasks
• Maintains SVP/Provost’s calendar and schedule; helps SVP/Provost plan schedule; anticipates and resolves scheduling conflicts
• Coordinates logistics for special events such as the academic retreat and academic leadership meeting; helps locate and obtain information & resources; anticipates and prepare materials as needed
• Prioritizes functions and appointments, ensuring that meetings, deadlines, presentations and other duties are completed
• Manages sensitive, highly confidential, personal and proprietary information with discretion and confidentiality
• Assists and support the SVP/Provost in tracking and completing key tasks and projects
• Coordinates complex travel arrangements, processes travel reimbursements, and reconciles credit card bill as needed.
• Manages invoicing, requisitions and purchase orders for the SVP/Office of Provost
• Manages the website for the Office of Provost
• Assembles the monthly Faculty Focus e-newsletter, including requesting and researching information for inclusion
• Assists, as needed, in supporting activities related to the administration of the graduate and professional programs
• Performs special projects and assignments as requested by the SVP/Provost
• Manages office correspondence; Answers and manages calls to the SVP/Provost
• Maintains and updates databases, including contact information
• Works collaboratively with the executives and executive assistants in the Executive Office
• Assists in preparing reports and presentations for the SVP/Provost
• Acts as a liaison with internal and external constituents on SVP/Provost related matters
• Troubleshoots and resolves administrative issues
• Orders office supplies as needed
• Assists others in the Office of the Provost as requested by the SVP/Provost
• Other duties as assigned

Education/Experience

• Bachelor’s Degree required; advanced degree preferred
• Experience working for an executive required; experience in higher education preferred
• Demonstrated project management experience
• Event planning experience a plus

Knowledge/Skills/Abilities

• Highly energetic, organized, and efficient with a “get things done” attitude
• Fast yet a detail-oriented and accurate worker
• Able to anticipate SVP/Provost’s scheduling and logistical needs
• Entirely dependable: completes tasks assigned; knows how to keep SVP/Provost updated as to progress or completion; knows when to raise issues requiring SVP/Provost guidance or intervention
• Capable of maintaining confidentiality.
• Strong interpersonal skills; ability to work within a multicultural environment
• Excellent written and verbal communication skills
• Able to multitask, prioritize tasks and work in a high pressure environment with tight deadlines
• Deep understanding and commitment to the Touro University’s values and respect for all faculty, staff and students

Computer Skills

• Expert knowledge of Word, Excel and PowerPoint. Visio a plus
• PC expertise required
• Proficient in Internet Research
• Ability to learn internal software for scheduling, processing payments, etc.