Administrative Assistant

Empire State University • Saratoga Springs, NY • 4w ago

Location: Saratoga Springs, NY Category: Management / Confidential Posted On: Mon Mar 31 2025 Job Description:

Empire State University is seeking a highly organized and detail-oriented professional to join our team as an Administrative Assistant to the Office of the President. This role is integral to the daily operations of the President's Office and offers a unique opportunity to work closely with the President, Chief of Staff/Chief Operating Officer (COO) and the Deputy Chief of Staff.

Key Responsibilities:

Provide primary confidential administrative support to the Chief of Staff/Chief Operations Officer (COO) and Deputy Chief of Staff.

Coordinate schedules and manage travel logistics and travel reconciliation for the President, Chief of Staff/COO, and Deputy Chief of Staff.

Support the Assistant to the President seamlessly and accompany the President on travel as needed.

Prepare confidential meeting materials, including confidential briefs, and provide operational support to the Office of the President, such as tracking and maintaining administrative policies.

Maintain Office of the President web content and accessibility.

Support and organize Cabinet, University Council, and other executive-level meetings requiring agendas, minutes, and storage of documentation.

Serve as the point of contact for procurement, compliance, and travel on behalf of the office.

Provide support to the Special Events Office for events involving the Office of the President, including Commencement.

Assist with confidential HR functions and support executive-level recruitment and onboarding activities.

Serve as the primary interface between the Office of the President and external organizations, tracking budgets/memberships, professional development opportunities, and a database of contacts.

Convene group of assistants to Cabinet members quarterly for training, professional development and support.

Job Requirements:

Required Qualifications:

Bachelor's degree

A minimum of three years of experience in administrative support roles with high organizational visibility

Demonstrated organizational and project tracking skills

Excellent communication and interpersonal skills

Proficiency in using technology (e.g., Microsoft Office and Teams, CRM)

Demonstrated ability to handle sensitive information with discretion

Preferred Qualifications:

Budget management experience

Special Information:

This position will be located at our Saratoga Springs, NY location.

Nights, weekends and early morning hours are occasionally required.

Applicants must be currently authorized to work in the United States on a full-time basis. VISA sponsorship is not available for this position.

Additional Information:

Rank/Salary: Management-Confidential (M/C 06) / $65,000 - $70,000, dependent upon experience and qualifications.

We are pleased to offer our employees an excellent benefit package which includes NYS health insurance, free dental and vision, competitive retirement options, and generous vacation, sick and holiday accruals; and a strong emphasis on work-life balance. We also offer professional-development activities for professionals and support staff.

SUNY Empire is an AA/EEO/ADA employer. The University actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the University. SUNY Empire is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, domestic violence victim status, or criminal conviction. Employees, students, applicants, or other members of the university community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

SUNY Empire provides reasonable accommodation to applicants with disabilities, veterans, or wounded warriors where appropriate. If you need a reasonable accommodation for any part of the application and hiring process, please contact the Office of Human Resources at (518) 587-2100 ext. 2240.

In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (518) 587-2100, ext. 2800. It can also be viewed online at our Safety and Security website: www.sunyempire.edu/safety-security/.

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