Executive Assistant, UR Hospitality Services

University of Rochester; United States; On-site; USD 30,000 - 42,000; Full time

Job summary

The University of Rochester seeks an Administrative Assistant to support a senior leader within UR Hospitality Services. The role includes managing calendars, travel arrangements, general administrative tasks, and document preparation.

This position requires a strong emphasis on confidentiality and organizational skills. Ideal candidates will have an Associate's degree (Bachelor's preferred) and 2+ years of relevant experience, with excellent communication abilities and proficient MS Office

Qualifications

• Must maintain confidentiality and handle sensitive information.
• Excellent organizational and time-management skills are required.
• Strong written and verbal communication skills are essential.
• Proficiency in Microsoft Office Suite is required.

Responsibilities

• Serves as administrative assistant to a leader within the UR Hospitality Services leadership career stream.
• Provides general administrative support and maintains reports and information.
• Schedules and coordinates conference calls and meetings; makes travel arrangements.
• Delivers word processing and document preparation services; retrieves information for management and staff.

Skills

Confidentiality

Organization & time mgmt

Communication

Microsoft Office

Education

Associate's degree

Bachelor's degree preferred

Equivalent education/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.