Executive Assistant | Princeton University
Location
Princeton, NJ | United States
Job description
Executive Assistant
US-NJ-Princeton
Job ID: 2024-18410
Type: Full-Time
# of Openings: 1
Category: Administrative Support
Princeton University
Overview
Princeton University seeks a dynamic and self-motivated Executive Assistant (EA) to join the Office of the Vice President for the Princeton Plasma Physics Lab (PPPL). The Vice President for the PPPL serves on the Princeton University President's Cabinet and Council; a renowned space physicist and professor of Astrophysical Sciences at Princeton University, where served on the National Academies Space Studies Board (SSB) and NASA Advisory Council (NAC) and chaired the NAC Science Committee (NAC-SC) and has served on numerous other national and international committees and panels. As VP, he also serves on the Princeton University Executive Compliance Committee, and the Brookhaven National Laboratory Science Associates Boards of Directors. In partnership with, and with the advisement of the Director of the office of the vice president for PPPL, the EA supports the strategic vision of the VP through proactive planning, precise reporting, creative programming, and relationship building. This is an exciting opportunity to utilize your superior administrative, organizational, and interpersonal skills to provide high-level administrative support to the Vice President (VP).
As an executive assistant to the VP for the PPPL, responsibilities include handling all administrative and schedule requirements of the Office of the VP for the PPPL (OVP), including all day-to-day administrative and financial functions of the department. A critical competency of this role is to be able to handle sensitive and confidential information with the utmost discretion and tact. The EA also manages the financial processing, travel and meeting coordination, and events management for the PPPL Advisory Board (PPPL AB).
The EA must possess the ability to establish priorities, work with limited supervision, and , anticipate changing schedule demands in order to meet deadlines. This position will work with other experienced Executive Assistances at Princeton University, PPPL, and the federal government to ensure mission success.
This position reports to the Director of the OVP for the PPPL. This full-time, benefits eligible position is located on the Forrestal Campus at PPPL, but will also involve a significant amount of time on the main University campus.
Responsibilities Executive Support 60%
- Provide administrative support to the PPPL Advisory Board (AB) and the PPPL Board of Directors (BOD). This includes complex scheduling, coordinating board members travel arrangements, securing room reservations and catering.
- Proactively maps out and organizes the daily workflow of the VP, including management of deadlines and a complex calendar with competing priorities.
- Supports the VP's ability to advance strategic priorities across his many constituencies (e.g., PPPL, NASA, academic work). This includes close collaboration with the VP's support staff in those partnering institutions.
- Maintain with good judgment the VP's calendar, the OVP email, calendar, contact list, tracking document, and key document and correspondence archive.
- Organize VP's domestic and international travel, make travel and meeting arrangements, prepare travel and meeting packages, respond to travel problems as they arise, file and track VPs expense reports.
- Maintain the VPâ™s publication lists and access and archive final publications.
- Support meetings, draft correspondence, prepare confidential documents and respond to inquiries and mailings. This includes the daily analysis of inquiries that should be handled directly by the EA, those that should be referred elsewhere, and those that should be addressed directly by the VP.
- Responds independently to inquiries and requests for information.
- Maintain, evolve, and assist in developing and using Standard Operating Procedures that define the processes needed to run the Office of the Vice President.
- Proofread documents and papers as necessary.
- Assure the VP's awareness of and preparedness for all functions and meetings, including scheduling internal/external meetings as required.
- Ensure documents are stored in the OVP Shared folders
- Manage office equipment maintenance and supply inventory and procurement.
Program and Event Assistance 10 %
- Provide administrative support for the Office of the VP-PPPL (OVP), the PPPL Advisory Board (AB), and the PPPL Management Group Board of Directors (BOD)
- Plan and execute logistics for the PPPL AB meetings, annual external assessments, other meetings, events, and visitors.
- Oversee PPPL's administrative and logistical support of the PPPL AB meetings.
- Coordinate complex and dynamic schedules and track event attendance and progress against office goals.
- Make hotel reservations, manage event menus and logistics, set up event spaces if needed, and prepare and distribute event materials.
Financial and Travel Management 30%
- Prepare and reconcile the VP's travel vouchers, invoices, electronic transfers, purchase orders, credit card transactions, financial reports, and other financial transactions and documentation.
- Process all orders, requisitions, and POs using Concur, Prime Marketplace, and PeopleSoft.
- Document and track all OVP financial records related to travel and ensure that all the OVP travel documents are properly maintained to be presented to the Director for the monthly, quarterly, and annual reports. The Director is responsible for the overall Financial Management System.
- Manage travel for the PPPL Advisory Board members and the OVP working with Princeton Travel partners; this includes air and ground transport, hotel accommodations, ticket purchases, etc. The VP travels both domestically and internationally.
- Facilitate purchasing and procurement transactions for OVP and programs and Collaborate with the Business Manager as necessary.
Qualifications A. Essential Formal Education (Minimum level REQUIRED for the position)
Bachelor's Degree or equivalent
B. Essential Work Experience (Minimum experience REQUIRED for this position)
10+ Years
C. Essential Minimum Required Knowledge, Skills, Competencies, and Abiliites
- A history of supporting a culture that promotes Diversity, Equity, and Inclusion.
- Ability to manage and prioritize multiple ongoing projects while maintaining the highest level of professionalism.
- Excellent organizational skills, including cross-functional relationship building.
- Ability to work independently with high accuracy and strong emotional intelligence.
- Ability to work effectively across departmental and institutional lines to assure a standard of excellence.
- Ability to work in a fast-paced, multi-professional environment with competing demands.
- Must be able to troubleshoot and make decisions independently based on the situation's needs while ensuring compliance with university policies and striving to provide excellence to PPPL, the Federal Government, and the University.
- Ability to use independent judgment that demonstrates the superb analysis of priorities, effectively deal with deadlines, and ensure work does not get dropped as demands evolve.
- Self-motivated, resourceful, and organized,
- Demonstrated experience in preparing and completing financial transactions and reporting, including preparing financial spreadsheets.
- Superior interpersonal skills and the ability to communicate effectively with a broad array of people.
- Demonstrated excellent judgment, tact, and experience in exercising discretion with confidential information.
- Comfort with decision-making and problem-solving.
- Advanced computer skills (e.g., Microsoft Office suite, SharePoint, Adobe Professional) and the ability to learn new systems quickly and use technology effectively.
D. PREFERRED Knowledge, Skills, Abiliites, Experience, and Other Education
- Familiarity with Princeton University campus resources and/or PPPL operations, computing systems (e.g., University business systems such as PeopleSoft, Concur, and PRIME).
- Previous experience supporting a high-level leader at Princeton University or another academic environment.
- Cross-Functional Team Building across stakeholders providing executive support.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
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About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.
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