Executive Assistant, AVP Office of Facilities

Executive Assistant, AVP Office of Facilities

Position Information

Position Title: Executive Assistant, AVP Office of Facilities
Department: AVP Office of Facilities
Posting Link:
Job Type: Full-Time

Posting Detail Information

Position Summary

The Executive Assistant provides confidential executive and operational support to the Associate Vice President of University Facilities. This role is responsible for managing senior-level support functions, coordinating communications, and supporting the AVPs priorities within a large, multi-campus facilities organization. The position requires exceptional organizational skills, sound judgment, discretion, and the ability to independently manage competing priorities in a fast-paced, highly visible environment.

Key responsibilities of this position include but are not limited to:

• Executive Support
  • Provide comprehensive support to the Associate Vice President.
  • Anticipate AVPs needs and proactively manage priorities to support the AVPs daily schedule, operations and strategic objectives.
  • Prepare, review, and edit correspondence, reports, presentations, briefing materials, and other documents on behalf of the AVP .
  • Perform research, benchmarking, and information analysis on a range of topics identified by the AVP to support decision-making and initiatives.
  • Manage sensitive and confidential information with discretion and professionalism.
  • Always demonstrate a high level of professionalism in appearance, communication, and conduct when engaging with university leadership, campus partners, external stakeholders, and visitors.

• Coordination & Communication
  • Serve as the primary point of contact for the AVPs office, responding to inquiries and directing matters appropriately and timely.
  • Coordinate meetings with internal and external stakeholders, including executive university leadership, campus partners, consultants, and vendors.
  • Draft and disseminate communications on behalf of the AVP to University Facilities leadership and staff, ensuring clarity, consistency, and professionalism.
  • Facilitate follow-up on action items and commitments resulting from meetings and executive discussions.

• Operational & Organizational Support
  • Oversee processes across University Facilities, including tracking deliverables, maintaining records, and organizing files (digital and paper) in compliance with university standards.
  • Assist with special projects, initiatives, and events.
  • Coordinate logistics for leadership meetings, retreats, and departmental events as needed.
  • Maintain awareness of University Facilities organizational structure, priorities, and ongoing initiatives to effectively support leadership needs.

• Office, Suite & Conference Space Coordination
  • Maintain the AVPs office suite, conference spaces, and personal workstation in a professional, orderly, and meeting-ready condition, ensuring spaces are appropriately stocked and set up to reflect the standards of the AVPs office and their frequent visibility to senior leadership, staff, and visitors.
  • Coordinate conference room readiness before and after meetings (e.g., room setup, materials, technology coordination, and basic reset of the space).
  • Serve as a point of contact with custodial, facilities, and support services to address cleaning, maintenance, or setup needs and ensure issues are resolved in a timely manner.
  • Monitor office and conference room supply needs and coordinate replenishment in accordance with university procedures.

• Financial Processes
  • Assist with departmental budgeting, purchasing, and contract documentation, ensuring compliance with SUNY and New York State requirements.

Learn more:

• Our benefits , where we prioritize your well-being and success to enhance every aspect of your life.
• Being a part of the University at Buffalo community.

University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.

Minimum Qualifications

• Bachelors degree with 2 years of experience providing senior administrative support.
• Demonstrated experience supporting senior-level leadership.
• Strong organizational, communication, and problem-solving skills.
• Proven ability to manage confidential information and exercise sound judgment.
• Proficiency with Microsoft Office applications and calendaring systems.
• A valid Class D drivers license to operate a motor vehicle is required or candidate must otherwise demonstrate their capacity to meet the transportation requirements of the position.

Preferred Qualifications

• Experience in higher education, facilities, or a public-sector environment.
• Familiarity with SUNY or New York State processes.

Physical Demands

Salary Range
$65,000 - $75,000

Special Instructions Summary

Is a background check required for this posting?
Yes

Contact Information

Contact's Name: Suzanne Gentz
Contact's Pronouns:
Contact's Title: Director of Finance
Contact's Email: View email address on staff.academickeys.com
Contact's Phone: View phone number on staff.academickeys.com

Posting Dates

Posted: 05/11/2026
Deadline for Applicants:
Date to be filled: 06/15/2026