<p>Required Qualifications (as evidenced by an attached resume):</p> <p>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 Suite and/or Google Workspace.</p> <p>Preferred Qualifications:</p> <p>Advanced degree (foreign equivalent or higher). Additional years of full-time administrative experience. Experience managing complex calendars. Experience creating PowerPoint presentations.</p> <p>Brief Description of Duties:</p> <p>The Executive Assistant will provide high-level administrative and organizational support to the VP for Facilities & Services and AVP for Campus Planning, Design, & Construction. The role of the Executive Assistant is a critical link in the ongoing functioning of Facilities, their staff, organizational efficiency, and overall communication efforts. This requires a high level of professionalism, discretion, confidentiality, judgment, and the ability to quickly make decisions concerning the complex and demanding daily priorities of the VPs and AVPs. As the first point of contact for internal and external stakeholders, the incumbent must communicate effectively, provide excellent customer service, and exhibit excellent interpersonal skills, exercise organizational and time-management skills with an attention to detail.</p> <ul> <li> <p>Executive Support:</p> </li><li> <p>Provide high-level administrative and organizational support to the VP for Facilities & Services and AVP for Campus Planning, Design, & Construction, overseeing the operations within the division. Manage and delegate tasks such as handling routine inquiries, anticipating problems, and directing inquiries. Maintain the VP's and AVP's calendar, schedule, and describe all meetings and appointments, and brief the VP and AVP on their calendar activities. Plan all travel for the VP and AVP and those traveling with them. Ensure that the VPs and AVPs' paperwork is processed, such as travel, reimbursements, and purchases. Liaison between stakeholders and the VP and AVP.</p> </li><li> <p>Strategic Initiatives:</p> </li><li> <p>Provide assistance to the VP and AVP with ongoing initiatives. Direct staff to provide support in creating presentations, communications, and organizing meetings. Assist with special Projects. Gather and research statistical data for the VP and AVP. Organize group gatherings, All Staff Meetings, and other related VP initiatives.</p> </li><li> <p>Administrative Support:</p> </li><li> <p>Ensure that performance programs and evaluations are completed for direct reports. Generate meeting notes and delegate to staff. Oversee the coordination of events. Foster strong, collaborative relationships with Executive Assistants and Administrative Assistants throughout the campus community.</p> </li><li> <p>Projects, Reports, and Presentations:</p> </li><li> <p>Assist in the preparation of reports and presentations on behalf of the VP and AVP and their direct reports, ensuring appropriate dissemination of information. Research and prepare the necessary supporting documentation in support of strategic initiatives. Proactively assist with moving projects ahead with an understanding of priorities.</p> </li><li> <p>Initiate necessary follow-up on action items for the VP and AVP, leadership team, and staff, and ensure follow-up meetings and activities are scheduled and executed. Coordinate personnel actions, including administrative support with recruitment.</p> </li><li> <p>Coordinate purchase requisitions and maintain inventory of office supplies.</p> </li><li> <p>Other duties or projects as assigned as appropriate to rank and departmental mission.</p> </li></ul> <p>Special Notes:</p> <p>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.</p> <p>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.</p> <p>For this position, we are unable to sponsor candidates for work visas.</p> <p>Resume/CV and cover letter should be included with the online application.</p> <p>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.</p> <p>If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.</p> <p>In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.</p> <p>Visit our WHY WORK HERE page to learn about the total rewards we offer.</p> <p>The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.</p> <p>'725556</p>