Executive Assistant

Job Description Budget Title: Senior Staff Assistant (SL-3) Salary: $75,000 The Executive Assistant serves as the primary point of contact and provides high-level, complex administrative support for the Vice President for Research (VPR) and the Division of Research. This highly visible role requires exceptional professionalism, diplomacy, and the ability to build rapport with university leadership, internal colleagues across Binghamton University, and external partners. The Executive Assistant must maintain strict confidentiality regarding all University operations, data and personnel matters. The ideal candidate is an organized, proactive, and detail-oriented professional capable of managing multiple high-priority workstreams with overlapping deadlines. Responsibilities Calendar & Schedule Management: Manage a complex and demanding executive calendar. Evaluate incoming meeting requests using independent judgment to prioritize, determine necessity, and make seamless adjustments to anticipate the VPR’s scheduling needs. Relationship Management: Develop and maintain collaborative working relationships with administrative assistants and leadership teams across the University to facilitate communication, cross-unit problem-solving, and alignment. Travel & Expense Coordination: Oversee comprehensive travel logistics, expense reporting, and reimbursement requests for the VPR and senior staff. Coordinate optimal itineraries, secure reservations (flight, lodging, registration), and manage on-site details for speaking engagements or meetings. Human Resources Liaison: Serve as the primary divisional liaison to Human Resources. Coordinate and track personnel actions, including appointments, contract renewals, and the performance review process. Project & Analytical Support: Provide administrative and analytical backing for special projects from conception to completion; gather and synthesize information to develop reports, presentations, and meeting briefs. Policy & Communication’s: Assist in drafting, reviewing, and proofreading official correspondence and communications from the VPR. Participate in the development and rollout of divisional policies and procedures. Committee & Board Support: Coordinate various committees, boards, and high-level meetings. Manage invitations, prepare and distribute agendas, arrange logistics, and attend meetings to record, transcribe, and distribute accurate minutes. Event Management: Lead the planning, logistics, and execution of divisional events, including hosting guest speakers, coordinating workshops, and networking events. Manage venue, catering, scheduling, and travel arrangements while ensuring a seamless experience for all attendees. Office Operations: Oversee day-to-day office administration to ensure efficient operations, including answering inquiries, managing mail/packages, and ordering supplies. Requirements Bachelor’s degree Minimum of five years of progressively responsible experience providing executive-level administrative support Written and verbal communication skills Demonstrated ability to draft professional correspondence Ability to handle highly sensitive, proprietary, and confidential information with discretion Organizational, project support, and problem-solving skills Preferred Advanced proficiency with Google Workspace, Microsoft Office Suite and Zoom Track record of working in collaborative settings and interacting effectively with diverse stakeholders across all levels of an organization Ability to adapt to institutional software systems Ability to work independently, make sound decisions using independent judgment, and anticipate executive needs in a fast-paced environment Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that Binghamton University is not an E-Verify employer. Additional Information Offers of employment will be contingent upon successful completion of a pre-employment background check and verification of degree(s) and credentials. Binghamton University is a tobacco-free campus. Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at View phone number on click.appcast.io or via email at View email address on click.appcast.io. Payroll information can be found on our website Cover letters may be addressed “To the Search Committee.” Equal Opportunity/Affirmative Action Employer The State University of New York is an Equal Opportunity/Affirmative Action Employer. It is the policy of Binghamton University to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender identity or expression, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record unless based upon a bona fide occupational qualification or other exception. As required by Title IX and its implementing regulations Binghamton University does not discriminate on the basis of sex in the educational programs and activities which it operates. This requirement extends to employment and admission. Inquiries about sex discrimination may be directed to the University Title IX Coordinator or directly to the Office of Civil Rights (OCR). Contact information for the Title IX Coordinator and OCR, as well as the University's complete Non-Discrimination Notice may be found here. Binghamton University is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact the ADA Coordinator by completing the Reasonable Accommodation Request Form. #J-18808-Ljbffr