Executive Assistant, UR Hospitality Services

University of Rochester; Rennes; On-site; EUR 27,000 - 38,000; Full time

Job summary

University of Rochester is seeking an administrative assistant to support a senior leader within the Hospitality Services department. The role includes calendar management, travel arrangements, and document preparation, with confidential information handling.

Responsibilities cover preparing reports, coordinating meetings, researching material for decisions, and supporting department projects and events. Strong Microsoft Office skills are required.

Qualifications

• Ability to maintain confidentiality is required.
• Exceptional organizational, time management and administrative skills required.
• Strong communication skills, both verbal and written required.
• Strong technical skills, including a high level of proficiency in Microsoft Office required.

Responsibilities

• Serves as administrative assistant to a singular leader whose role is within the leadership career stream.
• Provides general administrative support. Maintains and files reports and other information.
• Schedules and coordinates logistical support for conference calls and meetings.
• Makes travel arrangements. Provides word processing and other document preparation services.
• Locates and retrieves information in support of management and technical staff.
• Manages complex calendars, schedules high-level meetings, and coordinates travel arrangements.
• Represents assigned leader in contact with internal and external partners as needed.
• Anticipates the needs from and obtains background material for decisions. Conducts research and compiles data for reports and presentations.
• Represents the college or department in requisitioning and arranging for administrative and other service.
• Coordinates the clerical and other support services of the office. May supervise up to two other administrative staff.
• Handles confidential and sensitive information with discretion.
• Assists in planning, coordinating, and executing departmental projects and events.
• Other duties as assigned.

Skills

Confidentiality

Organizational skills

Time management

Verbal and written communication

Education

Associate’s degree

Bachelor’s degree

Equivalent combination of education and experience

Tools

Microsoft Office

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

735 Library Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100105 UR Hospitality Services

Work Shift:

UR - Rotating (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Serves as administrative assistant to a singular leader whose role is within the leadership career stream. Provides general administrative support. Maintains and files reports and other information. Schedules and coordinates logistical support for conference calls and meetings. Makes travel arrangements. Provides word processing and other document preparation services. Locates and retrieves information in support of management and technical staff.

ESSENTIAL FUNCTIONS

• Manages complex calendars, schedules high-level meetings, and coordinates travel arrangements. With general guidance as to priorities, manages the time and calendar of a leader, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access as needed.
• Under general direction as to policies and regulations, manages the clerical records and other support services.
• Represents assigned leader in contact with internal and external partners as needed, frequently anticipating the leaders instructions, preferences and concerns, and obtaining reports or recommendations.
• Anticipates the needs from and obtains background material for decisions. Conducts research and compiles data for reports and presentations. Edits and checks accuracy of material for reports, correspondence, publications, and speeches. Prepares and signs routine correspondence. Composes correspondence on policy or other substantive matters.
• Represents the college or department in requisitioning and arranging for administrative and other service, including support staff, space, equipment, and supplies. Serves on committees concerned with administrative reports. Edits and publishes notices, departmental regulations, announcements, and minutes of department meetings.
• Coordinates the clerical and other support services of the office. May supervise up to two other administrative staff.
• Handles confidential and sensitive information with discretion.
• Assists in planning, coordinating, and executing departmental projects and events.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate’s degree and 2 years of relevant administrative experience required
• Bachelor’s degree preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to maintain confidentiality required
• Exceptional organizational, time management and administrative skills required
• Strong communication skills, both verbal and written required
• Strong technical skills, including a high level of proficiency in Microsoft Office required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status,or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.