SR Executive Assistant

Posting Summary Rutgers University‑Newark (RU‑N), an urban public research university and anchor institution, located in Newark, New Jersey, is seeking a Senior Executive Assistant (SEA). Reporting directly to the Senior Vice Chancellor of Administration, Economic Development and CFO (SVC), the SEA will provide executive‑level organizational and administrative support to the Budget, Finance and Administrative Units—including Purchasing, Newark Business Office, Housing Operations, Reservation and Events, Dining, Campus Facilities, and Capital Planning—as well as support to the Vice Chancellor of External and Community Affairs. Responsibilities Provides executive level organizational and administrative support, including researching complex issues and making recommendations for resolutions; Develops high‑level documents, planning materials, reports, notes, and responses while ensuring the appropriate organization of important and confidential files and databases; Works independently with broadly defined work objectives and limited review of overall results, providing professional, prompt, and courteous services to units and SVC stakeholders; Multi‑tasks and manages competing priorities within a highly visible and impactful unit while ensuring accurate and timely responses to requests and implementation of actions; Resolves a diverse range of problems consistent with a deep commitment and understanding of the mission, vision, role, and goals of the Budget, Finance and Administrative Units and Rutgers University‑Newark’s broader institutional and equity goals as an anchor institution; Develops and implements appropriate support for high‑level meetings and committees, including preparation and planning, corresponding with participants, handling responses, and implementing all necessary follow‑up assignments; Manages written communication and presentations on behalf of the Senior Vice Chancellor and assists in the planning and execution of large‑scale programs, events or initiatives for the Budget, Finance and Administrative Units; Provides meaningful support for budget and grant management and coordination and oversees overall administrative management and supervision of the office of the Senior Vice Chancellor, serving as the first point of contact; Serves as the Senior Vice Chancellor’s internal/external representative as necessary and manages a highly complex leadership calendar, balancing conflicting priorities; Works collaboratively with individuals, offices and units throughout the University at all levels; May be asked to travel from time to time, and must have access to transportation and be available to work some nights and weekends. Minimum Education and Experience Requires a bachelor’s degree in accounting, finance, business administration, communication, higher education administration, or an equivalent combination of education and experience that demonstrates knowledge and understanding of office administration, communication, financial management, and current practices in higher education; Requires a minimum of five years of relevant professional experience working and providing administrative support to a busy executive in a fast‑paced environment while remaining friendly, calm, composed, collegial, and flexible. Required Knowledge, Skills, and Abilities Ability to work with a variety of offices and people, manage multiple priorities simultaneously, adhere to tight deadlines, and balance project management and scheduling demands; Ability to write complex reports with financial data and possess excellent writing skills and the ability to develop well‑designed presentations; Proficient user of technology with fluency in Microsoft Office Suite, particularly Outlook calendaring, high‑functioning and super proficient in Excel and PowerPoint, and ability to triage technical problems quickly and identify necessary solutions independently; Self‑reliant and an independent worker and thinker while exercising sound professional judgment; Strong attention to detail and ability to think logically and rationally; Strictly complies with operational policies, procedures, and processes of the University; Proactive, accurate, organized, articulate, approachable, professional, detail‑oriented, and composed under pressure; Provides timely and accurate information, interpretation of, and training on the policies, relevant systems, procedures, and processes of the RU‑N Chancellor’s Office and the RU system; Keeps current on policies, procedures, processes, and systems to ensure compliance and timely, accurate communication. Preferred Qualifications Five or more years of relevant professional experience working and providing administrative support to a senior‑level executive and high‑performing team; Familiarity and comfort with a college and university setting is highly preferred. Equipment Utilized Advanced knowledge of the MS Office Suite, regularly using other applications including Cornerstone, Sciquest, Financial Management Systems, Expense Management ARS, ROCS, HCM, E‑Verify, PTL database, Instructional Appointment Management System, Blackboard, Works, Sakai, and capable of quickly becoming a subject‑matter expert on any and all systems Rutgers University uses for budgeting, expense reimbursement, parking, telephones, payroll, grant submission/management, recruitment, scheduling, facilities and space management, and the equipment, software, and specialized materials needed to support the effective and efficient performance of this position; Proficiency in virtual meeting software and equipment and ease with learning new systems/applications. Benefits Medical, prescription drug, and dental coverage; Paid vacation, holidays, and various leave programs; Competitive retirement benefits, including defined contribution plans and voluntary tax‑deferred savings options; Employee and dependent educational benefits (when applicable); Life insurance coverage; Employee discount programs. Work Arrangement Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the View email address on click.appcast.io Application System. Additional information may be found at Pre‑Employment Screenings All offers of employment are contingent upon successful completion of all pre‑employment screenings. Immunization Requirements Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate’s offer of employment or disciplinary action up to and including termination. Equal Employment Opportunity Statement It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non‑Discrimination Statement at #J-18808-Ljbffr