Executive Assistant

Executive Assistant

Outstanding benefits unlike any other. Low-cost health benefits, 403b employer contribution, affordable tuition at Niagara University for you and eligible immediate family members, tuition exchange at other designated universities for eligible dependent children, generous holidays (20 days annually), PTO, and ½ day Fridays throughout the summer. Niagara University is also an approved employer for the Public Service Loan Forgiveness program. Campus life is vibrant and offers free parking, on-site dining options, and fresh coffee at Tim Horton's and Starbucks, all in a beautiful park-like setting. If you'd like to know more, check out all of the NU Facts.

Job Summary

Under general supervision, the Executive Assistant provides support to the Offices of Student Affairs, Dean of Students, Campus Activities, and the Intercultural Engagement Center, by assisting with professional responsibilities, providing technical support, event and planning support, maintaining office systems and calendars, and providing outstanding customer service to internal and external contacts.

Essential Duties

• Assist with professional responsibilities, providing a welcoming and professional contact for visitors, telephone contact, e-mails and written correspondence as well as maintaining the electronic calendar and contacts.
• Attend meetings both internal and external either as a representative or note taker;
• Schedule meetings, prepare agendas, take minutes and maintain files and documentation as required.
• 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; serves as liaison and maintain extensive internal and external contact with diverse groups of people; assists with coordinating special programs; makes arrangements for professional conferences and meetings; makes 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, presentations and other software as applicable;
• 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 (including but not limited to: student and employee personal information, student grades, vendor information, etc.); any question regarding the confidentiality of material, should be referred to the relevant supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.
• Perform other duties as assigned.

General Description

30% Assists Office of Student Affairs and Dean of Students with professional responsibilities; anticipates needs; gathers and analyzes records and other information; prepares research materials, various documents and financial and administrative reports; Schedules meetings, prepares agendas, takes minutes and maintains documentation for the committees; makes arrangements for professional conferences and meetings; makes travel arrangements; arranges event activities.

30% Assists Campus Activities with professional responsibilities; anticipates needs; gathers and analyzes records and other information; prepares research materials, various documents and financial and administrative reports; Schedules meetings, prepares agendas, takes minutes and maintains documentation for the committees; makes arrangements for professional conferences and meetings; makes travel arrangements; arranges event activities.

15% Performs office/administrative duties; coordinates student employees; compiles data; analyzes and reports information.

10% Composes, transcribes, edits and types written correspondence, and reports; maintains confidential records and various office systems; maintains calendar; keeps schedules and records.

10% Support student clubs and organizations with financial processes, including but not limited to submitting check requests, processing reimbursements, fundraiser coordination, and travel authorizations. Assist with coordinating special programs as needed.

5% Support the Intercultural Engagement Center with professional responsibilities including but not limited to processing budget reconciliations, office inquiries, and other projects as needed.

Required Knowledge, Skills and Abilities:

1. Knowledge of professional office standards and practices with strong organizational skills using current technology.
2. Continuously updated knowledge of and ability to apply institutional policies and
3. Working knowledge of computer software including Microsoft Word and Excel, PowerPoint, and Outlook.
4. Understanding and commitment to maintaining appropriate professional demeanor, including confidentiality.
5. Oral and written communication, including ability to compose and edit a variety of memoranda, letters and reports.
6. Meeting planning and support, including ability to take accurate notes for meetings.
7. Time management, including ability to multi-task on a continuous basis, in a dynamic office environment.
8. Possess critical thinking and sound decision-making skills along and good customer service skills.
9. Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information in the department.
10. Sufficient manual dexterity to handle various office machines including but not limited to: word processing, calculator, copy machine, fax machine and printer.
11. Ability to receive telephone calls, respond to inquiries and communicate with others by telephone.
12. Ability to work non-traditional business hours on occasion.
13. Ability to process correspondence and other communications to ensure that deadlines are met.
14. Ability to be tactful and demonstrate sound judgment when dealing with difficult circumstances.
15. Ability to maintain strict confidentiality and to organize materials and information accordingly.

Ergonomics Requirements:

The 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. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

Qualification Standards

• High School diploma required, Associate's or Bachelor degree strongly preferred.
• A minimum of three to five years' administrative experience in increasingly responsible office operations is preferred.