Executive Support & Calendar Manager

University of Rochester; City of Rochester (NY); On-site; USD 57,000 - 79,000; Full time

Job summary

University of Rochester is seeking a full-time administrative professional to support the Assoc VP Office of Facilities in Rochester, NY. The role manages complex calendars and coordination with university leaders, staff, and external partners.

The position requires a Bachelor's degree with 3 years of related experience and strong Microsoft Office skills. Responsibilities include data preparation for meetings, travel planning, process improvements, and maintaining policy history databases.

Qualifications

• Bachelor's degree and 3 years related experience required
• Or equivalent combination of education and experience
• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required

Responsibilities

• Manages daily calendars for executive. Plans appointments and events, exercising high level discretion and authority in scheduling.
• Independently makes decisions as to schedule and priorities. Coordinates daily calendars with other key individuals such as, but not limited to, other University leaders, internal staff, Deans, Directors, and Senior Administrators.
• Acts as the point of contact between executives and employees/clients, independently providing factual information within established limits.
• Gathers relevant information and facts by conducting research, file reviews, follow-up with knowledge-based individuals and provides summaries of findings.
• Schedules meetings, makes travel arrangements, and organizes daily calendars in a timely and proficient manner.
• Assesses office procedures and processes. Recommends more efficient ways to run the office and troubleshoots malfunctions.
• Plans appointments and events, including contact with internal and external providers. Has authority to commit funds within established limits.
• Acts as the point of contact, including executives, trustees, faculty, staff, students, clients, and agencies and organization.
• Creates regular reports and updates internal databases, maintaining responsibility for content, data, and data integrity.
• Other duties as assigned.

Education

Bachelor's degree

Tools

Microsoft Office

Job description

University of Rochester is seeking a full-time administrative professional to support the Assoc VP Office of Facilities in Rochester, NY. The role manages complex calendars and coordination with university leaders, staff, and external partners.

The position requires a Bachelor's degree with 3 years of related experience and strong Microsoft Office skills. Responsibilities include data preparation for meetings, travel planning, process improvements, and maintaining policy history databases.