Executive Administrative Assistant

9225BRPosition Title:Executive Administrative AssistantOrganization:Office of the PresidentJob Responsibilities:Greet and direct visitors to the Presidential SuiteManage the President’s calendar (including social commitments) with key RIT constituents (Direct Reports (all Sr. & Vice Presidents, Provost), Deans, Directors, Department Heads, student leaders, key Rochester Community leaders, corporate presidents and vice presidents. Manage logistics of all meetings (location/meeting rooms, catering when necessary, directions to campus and the President’s office, etc.).

Closely monitor and maintain the President’s extremely busy calendar which changes regularly and report to the President daily changes as needed.

Read and analyze incoming memos and reports to determine their significance and plan their distribution.

Open, sort, and distribute incoming correspondence of the Office of the President. Prepare the mail in corresponding folders according to subject/topic/priorities/importance.

Work with Campus Safety and Parking as needed for guests of the President or division.

Coordinate calendar of president partner/spouse as needed for events requiring the partner/spouse

Occasionally manage calendar for Chief of Staff

Conferences, speaking engagements, etc.

Arrange all travel (including flights, car rentals, etc.)

Reserve hotel rooms

Complete conference registration forms

Compile travel itinerary

Complete travel expense report in Oracle

Assist, as needed, in presentation development (e.g. proof read speeches, conduct research as requested, prepare Power Point slides, etc.)

Manage monthly procurement card statements and invoice payments for President

Make account number updates in PNC for all pcard purchases and travel card

Reconcile monthly PNC statement with receipts

Prepare and submit monthly statement

Prepare invoice payment forms for institutional memberships, club dues, and sponsorships as needed.

Event Coordination:

Arrange annual retreats and the holiday party for the Office of the President which includes finding a suitable location, technical support, and ordering food and refreshments.

Work with event coordinators from other divisions who are holding events at Liberty Hill by coordinating Public Safety, Transportation Services for valet parking, and the menu from RIT Catering. Secure reservations for spaces at Liberty Hill in EMS.

Arrange periodic gatherings for events hosted by the President.

Responsible for maintaining appropriate databases for the following:

Direct Reports

President’s Holiday Card list for Marketing and Communications – coordinate the number of cards needed and send spreadsheets to HUB for mailing.

Suite responsibilities:

Maintain detailed inventory of kitchen supplies and refresh as necessary.

Keep kitchen organized and tidy.

Keep track of expenses from all sources for shared kitchen/copier expenses to charge back the other offices sharing the kitchen.

Maintain paper and copier supplies for suite.

Complete projects as needed under the direction of the Chief of StaffHire and supervise student office assistants as needed.FLSA Category:Non-exemptRequisition Number:9225BRCollege/Division:Office of the PresidentRequired Application Documents:Cover Letter, Curriculum Vitae or ResumeEmployment Category:FulltimeAdditional Details:In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to hr@rit.edu. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.How To Apply:In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff . Click the link for search openings and in the keyword search field, enter the title of the position or the BR number.Wage Band (https://www.rit.edu/fa/humanresources/content/staff-wage-grade-bands) :117HRequired Qualifications:Education/Experience:

Associates Degree Required

Minimum of five to seven years serving as an Administrative Assistant or Sr. Staff Assistant. Prior C-Suite executive level is ideal.

Proficient in Microsoft Office Suite (Intermediate level)

Outlook Calendar (Intermediate level)

Kronos (Basic)

Apple Keynote (Basic – willingness to learn)

Apple Pages (Basic – willingness to learn)

Financial applications

Skills:

Strong organizational skills

Excellent customer service skills and strong customer focus

Strong written and oral communication skills

Proficient in writing, editing and familiarity with developing presentations

Ability and willingness to learn multiple technical applications

Anticipate challenges and problem-solve creatively

Approachability - must be able to effectively interact with students, parents, faculty, and staff

Comfort in interacting with executive offices

Event planning

High level of integrity and trust for confidential matters

Ability to manage multiple tasks/projects and change priorities in a fast-paced environment

Ability to work with diverse individuals at all organizational levels

Understanding of RIT organizational structures, programs and policies

Attention to detail in all responsibilities

Willingness to learn American Sign Language (ASL)

Flexibility and willingness to assume new tasks or special projects as requested

Willingness to function as a team member and pitch in when needed

What do we believe at RIT?:Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.As a member of the RIT community, you'll receive a comprehensive employee benefits package (https://www.rit.edu/humanresources/benefits) that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).Work Location:Henrietta Campus — 100%Job Summary:The Administrative Assistant position is responsible for comprehensive executive administrative support to the Vice President and Associate Provost for Diversity and Inclusion. The successful candidate will perform diverse and complex functions that require excellent judgement as well as superior planning, communication, and organizational skills.Responsibilities include but are not limited to: managing the VPAP calendar, handling confidential information, preparing correspondence, arranging conference calls, making travel arrangements and preparing itineraries, scheduling meetings with Vice Presidents, Deans, staff members as well as with Rochester Community leaders and arranging catering when necessary. Additionally, provides administrative expertise/assistance to other team members as required/needed.Hourly/Salary Minimum:20Hourly/Salary Maximum:33