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About the Role

The Executive Assistant provides comprehensive administrative support to the Offices of Student Affairs, Dean of Students, Campus Activities, and the Intercultural Engagement Center. This role is crucial for assisting with professional responsibilities, offering technical support, aiding in event planning, managing office systems and calendars, and delivering excellent customer service to all contacts.

Responsibilities

• Assist with professional responsibilities, providing a welcoming and professional contact for visitors, telephone contact, e-mails and written correspondence.
• Maintain the electronic calendar and contacts.
• Attend meetings both internal and external as a representative or note taker.
• Schedule meetings, prepare agendas, take minutes, and maintain files and documentation.
• Prepare budget revisions, check requests, purchase orders, travel authorizations, and investigate budget changes and payroll vouchers for reimbursement.
• Interact and arrange meetings and functions on behalf of the Office of Student Affairs, Dean of Students, and department directors.
• Serve as a liaison and maintain extensive internal and external contact with diverse groups of people.
• Assist with coordinating special programs.
• Make arrangements for professional conferences and meetings.
• Make travel arrangements.
• Coordinate Board of Trustee Student Affairs Committee work, including scheduling meetings, keeping meeting minutes, recording committee actions, and maintaining records of proceedings.
• Compose, transcribe, edit, and type written correspondence, reports, and e-mails.
• Utilize Microsoft Office for word processing, database and spreadsheet management, and presentations.
• Maintain departmental websites and update as needed.
• Provide timely and accurate handling of requisitions, purchase orders, invoices, and other business processes.
• Maintain highly confidential files.
• Utilize Google Drive and Microsoft Office suite of software products, including Word, Powerpoint, and Excel.
• Maintain absolute confidentiality of information.
• Perform other duties as assigned.
• Assist Office of Student Affairs and Dean of Students with professional responsibilities, anticipating needs, gathering and analyzing records, preparing research materials, documents, and financial/administrative reports.
• Assist Campus Activities with professional responsibilities, anticipating needs, gathering and analyzing records, preparing research materials, documents, and financial/administrative reports.
• Perform office/administrative duties, coordinate student employees, compile data, and analyze and report information.
• Maintain confidential records and various office systems.
• Support student clubs and organizations with financial processes, including check requests, reimbursements, fundraiser coordination, and travel authorizations.
• Support the Intercultural Engagement Center with professional responsibilities, including processing budget reconciliations, office inquiries, and other projects.

Requirements

• Knowledge of professional office standards and practices with strong organizational skills using current technology.
• Continuously updated knowledge of and ability to apply institutional policies.
• Understanding and commitment to maintaining appropriate professional demeanor, including confidentiality.
• Ability to read and comprehend the English language sufficiently to read and understand various forms, documentation, files, and information in the department.
• Sufficient manual dexterity to handle various office machines.
• Ability to work non-traditional business hours on occasion.
• Ability to process correspondence and other communications to ensure that deadlines are met.
• Ability to be tactful and demonstrate sound judgment when dealing with difficult circumstances.
• Ability to maintain strict confidentiality and to organize materials and information accordingly.
• Functions of the position usually performed sitting, but may require some amount of time standing.
• Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required.
• Tasks involving working on a computer keyboard, computer software applications, calculator, cutting, labeling, and taping involve extensive wrist and hand movement.

Skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft Outlook
• Google Drive
• Oral communication
• Written communication
• Meeting planning
• Time management
• Critical thinking
• Decision-making
• Customer service

Location

• Onsite

Work Type

• Full-time

Experience Level

• 3-5 years administrative experience

Education Level

• High school diploma required
• Associate's or Bachelor degree strongly preferred

Benefits

• Low-cost health benefits
• 403b employer contribution
• Affordable tuition at Niagara University for employee and eligible immediate family members
• Tuition exchange at other designated universities for eligible dependent children
• 20 days of paid holidays annually
• Paid Time Off (PTO)
• ½ day Fridays throughout the summer
• Approved employer for the Public Service Loan Forgiveness program
• Free parking
• On-site dining options
• Fresh coffee at Tim Horton's and Starbucks

About the Company

• Niagara University offers a vibrant campus life in a beautiful park-like setting.