Executive Assistant I, Facilities Group

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

Job summary

University of Rhode Island is seeking an Executive Assistant I in the Facilities Group to provide high-level administrative support to the Associate Vice President. The role involves managing the AVP's schedule, arranging meetings, coordinating events, and handling sensitive information with discretion on a day-to-day basis.

The position requires a minimum of three years of administrative experience, strong communication skills, and proficiency with common office software.

Qualifications

• Three years of progressively responsible experience in administrative support within a complex professional environment.
• Proficiency with word processing, spreadsheets, databases, and scheduling software.
• Demonstrated interpersonal and written and verbal communication skills.
• Experience in organizing, coordinating, and supervising support staff.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to work effectively in a culturally diverse environment.

Responsibilities

• Provide executive support to the AVP of Facilities, including managing schedules and coordinating appearances.
• Plan and host events; arrange meetings and travel; prepare and maintain documents and spreadsheets.
• Develop presentations, speeches and related materials for departmental initiatives.
• Coordinate committee meetings, agendas, materials, notes, and follow-ups.
• Monitor budgets and assist with HR documentation and real estate transactions as needed.
• Supervise and train support staff; monitor workload and performance.
• Serve as a liaison with internal and external stakeholders with tact and discretion.

Skills

Time management

Organizational skills

Prioritization

Word processing

Spreadsheets

Databases

Scheduling software

Interpersonal communication

Written/verbal communication

Staff supervision

Confidentiality

Diversity awareness

Education

High school diploma

Associate's or Bachelor's Degree

Tools

PeopleSoft

Job description

Position Information

Posting Number SF02243 Job Title Executive Assistant I, Facilities Group Position Number 107574 FTE 1.00 FLSA Exempt Position Type Professional Staff Union Non-Union Non-Classified Staff Pay Grade Level Grade Level: 7 Pay Grade Range Salary Hiring Range: $60,000 - $65,000 Status Calendar Year, Full-time, Permanent

Campus Location Kingston

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.

Search Information

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.

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

Key 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.

Other Duties And Responsibilities

• Work on special projects as assigned by the AVP.

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.

Qualifications

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 Closing Date