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The State University of New York · 3 weeks ago

Executive Assistant for the Chief Operating Officer

Albany, NY

Full-time

Onsite

Entry Level

$56K/yr - $68K/yr

2+ years exp

The State University of New York is seeking an Executive Assistant for the Chief Operating Officer (COO) to provide comprehensive administrative support. The role involves managing the COO's calendar, preparing materials for meetings, and ensuring effective communication across the organization.

Charter SchoolsEducationUniversities

No H1B

Responsibilities

Work directly with the COO to provide administrative support in all aspects of their daily work routine

Manage the COO's calendar, including scheduling meetings, appointments, and travel arrangements. Exercise discretion in committing time, evaluating needs, and ensuring appointments and meetings are organized and timely

Prepare materials and background information as needed for the COO's meetings and travel

Manage and prioritize tasks, keeping the COO advised of time-sensitive tasks and emerging issues, ensuring deadlines are met and work is completed to a high standard

Independently respond to inquiries and route them to the appropriate System Administration staff to ensure that open inquiries are assigned and addressed

Arrange conferences, conference calls, and schedule meetings

Provide assistance in gathering and compiling information and data for reports, presentations, and meetings

Manage the filing system, including organization and maintenance of correspondence, notes, and other required paperwork

Conduct research and gather information for the preparation of documents, reports, tables, and charts to support the COO in making informed decisions

Complete a variety of special projects including drafting PowerPoint presentations, spreadsheets, reports, and agenda materials

Maintain confidential records and files, ensuring that all information is organized and easily accessible

Assist in the preparation and finalization of official documents (i.e. letters, memos, invitations) both electronic and hard copy for the leadership team

Work effectively with other offices within SUNY System Administration as needed to achieve these and other tasks

Qualification

Microsoft OfficeOrganizational skillsCommunication skillsSchedulingConfidentialityResearch skillsDetail orientedTeamwork

Required

Bachelors degree

Ability to manage multiple complex schedules

Ability to use independent judgement and maintain confidentiality

Proficiency with Microsoft Office and aptitude to learn new computer applications

Excellent organizational skills and ability to manage multiple priorities

Exceptional verbal and written communication skills

Ability to adhere to deadlines as required

Detail oriented and able to work with a team in a fast-paced environment

Preferred

A minimum of two years experience as an administrative assistant in an office environment

Strong computer skills, including proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Access) and Adobe Acrobat Professional

Strong proofreading, data collection, and research skills

Knowledge of SUNY or New York State policies and procedures

Benefits

NYS health insurance

Free dental and vision coverage

Competitive retirement options

Tuition assistance

Parental leave at full pay

Generous vacation, sick, and holiday time

13 days of paid holidays per year

21 days of vacation

21 days of sick time accrued each year

Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.

Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.

Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.

Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.