Executive Assistant I, Facilities Group

The University of Rhode Island; Kingston (RI); On-site; USD 60,000 - 65,000; Full time

Job summary

The University of Rhode Island is seeking an Executive Assistant to the Associate Vice President of Facilities in Kingston. This role provides high-level administrative support, coordinates events, manages confidential information, and liaises with internal and external stakeholders.

Responsibilities include calendar management, travel arrangements, budget assistance, and supervision of support staff. In-person work at URI Kingston campus is required, with a focus on service and discretion.

Qualifications

• High school diploma and progress responsibilities in a complex professional environment.
• Demonstrated time management and organizational skills.
• Proficiency with word processing, spreadsheet, database, and scheduling software.
• Demonstrated ability to maintain confidentiality and work with diverse groups.

Responsibilities

• Assist the AVP in carrying out administrative responsibilities; research and troubleshoot issues at the department level.
• Provide confidential administrative services, including arranging meetings, typing reports, and travel arrangements.
• Develop and prepare presentations, speeches, and related materials for departmental initiatives.
• Plan and coordinate events, meetings, and conferences; support outreach efforts.
• Coordinate committee meetings, agendas, materials, and follow-ups.
• Manage calendars and travel for AVP and senior leadership.
• Answer phones, greet visitors, and interact with a diverse constituency.
• Assist in budget development, monitoring, and record keeping.

Skills

Time management

Organizational skills

Prioritization

Interpersonal communication

Confidentiality

Staff supervision

Education

High school diploma

Associate’s or Bachelor’s Degree

Tools

PeopleSoft

Job description

80 Lower College Road, Kingston, RI 02881

Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening.

Position Information

Posting Number

Posting Number SF02243

Job Title

Position Number

Position Number 107574

FTE 1.00

FLSA Exempt

Position Type Professional Staff

Union Non-Union Non-Classified Staff

Pay Grade Range Salary Hiring Range: $60,000 - $65,000

Status Calendar Year, Full-time, Permanent

Department Information

Department Facilities Services Admin.

Grant Funded

No

Campus Location Kingston

Job Description Summary

Search will be open until filled. First consideration will be given to applications received by 11/14/2026. Applications received after 11/14/2026 may be reviewed depending on search progress and needs but are not guaranteed full consideration.

About URI :

The University of Rhode Island enrolls approximately 17,000 students across its graduate and undergraduate programs and is the State’s flagship public research university, as well as the land grant and sea grant university, for the state of Rhode Island. The main campus is located in the historic village of Kingston, and the Bay Campus is located in Narragansett. Both campuses are near major beaches in a beautiful coastal community. URI is just 30 minutes from Providence, RI and within easy reach of Newport, Boston, and New York City.

THE POSITION SCHEDULE WILL BE IN- PERSON .

Position Summary

Serve as executive assistant to the Associate Vice President of Facilities, providing critical administrative support and executive coordination, such as planning and managing the AVP’s schedule and appearances, planning and hosting events, arranging meetings, handling confidential and sensitive materials and information, and facilitating interactions between the AVP and internal and external stakeholders.

Duties and Responsibilities

• Assist the AVP in carrying out administrative responsibilities; research and troubleshoot issues needing resolution at the department level.
• Provide confidential administrative services, including but not limited to: arranging meetings; typing reports, correspondence, speeches and related materials; making travel arrangements; drafting and responding to routine correspondence; preparing and maintaining spreadsheets; keeping department websites updated.
• Develop and prepare presentations, speeches, and related materials to support the AVP and departmental initiatives.
• Plan, arrange, schedule, and conduct special events, such as meetings, conferences, and other events. Support marketing and outreach efforts as necessary.
• Coordinate committee meetings, including scheduling, preparing agendas/meeting materials, recording and distributing meeting notes, and managing follow-ups.
• Manage calendars and coordinate travel arrangements for the AVP and Facilities Group senior leadership.
• Answer phones, greet visitors, and provide information to a diverse constituency. Exhibiting a high degree of tact and sensitivity, deal directly with the public, students, faculty, staff, and officials (both within and outside the university) on behalf of the AVP.
• Prioritize responses to correspondence, phone calls, and various issues, minimizing demands on the AVP, allowing him/her to focus on broader and more critical issues.
• Receive, prioritize, track, and process responses to administrative requests to ensure timely responses and appropriate follow-ups.
• In consultation with the AVP, assist in the preparation and administration of the department’s budget(s). Develop and maintain office files and budget records, and ensure their confidentiality.
• Assist the AVP with budget monitoring and tracking to ensure expenses remain within approved departmental budgets.
• Provide administrative support for confidential real estate transactions, demonstrating discretion and confidentiality of sensitive information and documentation.
• Prepare, coordinate, process, and assist with human resources documentation, including Employee Action Forms (EAFs) and Personnel Action Forms (PAFs), ensuring accuracy, confidentiality, and timely submission.
• Interview and recommend support staff and student help for appointment.
• Train, schedule, and assign workloads to support staff and student help.
• Develop and maintain a signature tracking system to monitor documents requiring the AVP’s review, approval, or signature, ensuring timely completion and processing.
• Work on special projects as assigned by the AVP.
• Perform other duties as required.

LICENSES , TOOLS AND EQUIPMENT :

Personal computers, printers; word processing, spreadsheet, database management, and scheduling software; PeopleSoft; video conferencing, fax and copying machines; AI assistants; calculator.

Required Qualifications

• High school diploma.
• Minimum three years of progressively responsible experience in the capacity of administrative support in a complex professional environment.
• Demonstrated time management and organizational skills.
• Demonstrated ability to prioritize in a fast-paced environment (i.e., prioritizing efforts and advancing multiple ongoing projects/efforts).
• Demonstrated proficiency with word processing, spreadsheet, database, and scheduling software.
• Demonstrated interpersonal and written and verbal communication skills.
• Demonstrated experience in the organization, coordination, and supervision of support staff.
• Demonstrated ability to maintain confidentiality.
• Demonstrated ability to work in a culturally diverse environment.

Preferred Qualifications

• Associate’s or Bachelor’s Degree.

Environmental Conditions

The incumbent is not substantially exposed to adverse environmental conditions.

Posting Date

10/21/2026