Senior Administrative Assistant - Office of Entrepreneurship and Innovation Partnerships

The Research Foundation for SUNY at Binghamton University • Vestal, NY • 1d ago

Location: Vestal, NY Category: Professional & Support Staff Posted On: Thu Jun 12 2025 Job Description:

Position Overview:

The Senior Administrative Assistant will provide high-level administrative and operational support to the leadership team of the Office of Entrepreneurship and Innovation Partnerships (E&IP) at Binghamton University. This office is a key driver behind regional and national efforts to advance battery innovation, manufacturing, and workforce development.

This role is critical in ensuring the effectiveness of daily operations and the successful coordination of strategic initiatives. The Senior Administrative Assistant will manage complex calendars, coordinate meetings and events, assist with reporting and project tracking, draft communications, and serve as a liaison between internal and external stakeholders. The ideal candidate will be highly organized, proactive, and comfortable navigating a fast-paced and evolving environment.

Key Responsibilities:

Provide comprehensive administrative support to E&IP leadership, ensuring smooth day-to-day operations.

Serve as the primary point of contact for the AVP, interacting with internal departments, faculty, external partners, and entrepreneurs

Represent the AVP's office in a highly professional manner in person, by phone, and in writing

Proficient in handling sensitive information (e.g., HR, strategic plans, budgets) with complete discretion

Manage and maintain executive calendars, schedule meetings, webinars, and conference calls.

Prepare meeting agendas, take minutes, track follow-ups, and ensure timely completion of action items.

Draft, proofread, and edit a variety of communications including memos, emails, reports, official correspondence, screen and prioritize incoming communications; manage follow-ups.

Coordinate travel arrangements and prepare itineraries for the leadership team.

Organize internal and external events, workshops, and conferences in collaboration with university departments and external partners.

Maintain organized office and project files both digital and physical.

Track program activities and compile data to support internal reporting and external communications.

Develop quarterly and semi-annual reporting by distributing surveys, collecting metrics from partners, and organizing data for leadership review.

Support special projects and initiatives by tracking milestones, coordinating internal teams, and assisting with logistics and deliverables.

Oversee general office management, including ordering supplies, maintaining inventory, and vendor communication.

Serve as the primary point of contact for visitors, screen incoming calls and emails, and direct inquiries appropriately.

Process incoming mail and draft responses or escalate as needed.

Exercise discretion and maintain confidentiality on all matters pertaining to the office and its stakeholders.

Job Requirements:

Minimum of five (5) years of progressive experience in an administrative or executive assistant role.

College level courses in office management or related fields.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) & experience in Google Workspace.

Strong working knowledge of calendar and scheduling tools in Google Workspace.

Experience with video conferencing platforms (e.g., Zoom, Microsoft Teams).

Excellent written and verbal communication skills.

Demonstrated ability to handle confidential information with discretion.

Strong organizational skills, with the ability to prioritize tasks and manage multiple deadlines.

Capacity to work both independently and collaboratively in a dynamic environment.

Attention to detail and commitment to delivering high-quality work.

Ability to stay calm under pressure. Adaptable with high attention to detail.

Polished demeanor in all interactions and represents the AVP's office with credibility and professionalism.

Proactive and self-motivated with service-oriented mindset with a "can-do" attitude

Preferred Qualifications:

Experience supporting senior leadership or academic administration in higher education, research, economic development, or innovation-focused organizations.

Familiarity with project management tools, databases, or CRM systems.

Experience supporting cross-functional teams or executive-level staff.

Comfort with partner engagement, data collection, and performance reporting processes.

Commitment to fostering an inclusive, respectful, and collaborative work environment.

Additional Information:

Salary: $55,000 - $60,000 Annually

Research Foundation Commitment to Equal Employment Opportunity

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law. The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

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