Job Details
SUNY New Paltz Vacancy
External Posting (Professional)
Applications are invited for consideration for appointment to the following position:
Department: President's Office
Budget Title: Assistant to the President
Local Title: Executive Assistant to the President
Posting Date: July 2, 2024
Classification: MP-V
Duties: The State University of New York (SUNY) at New Paltz invites applications for the position of Executive Assistant to the President. This is a management confidential (MC) position with full and generous benefits.
The Executive Assistant to the President is a valued part of the President’s Office responsible for providing executive administrative support to the President of the University and handling the day-to-day operations of the office including: serving as a point of contact for communications to and from the President, coordinating events, scheduling meetings and travel as well as serving as liaison for questions or needs pertaining to the proper and timely maintenance of the President’s residence.
The Executive Assistant position is a highly visible and impactful role that focuses on optimizing and elevating the President’s efficiency by managing their schedule and ensuring priorities are set effectively through careful organizational management. The Executive Assistant is responsible for discerning the relevance and priority of various requests, meetings, events, and communications, aligning them with the President’s strategic objectives.
The successful candidate must possess a high degree of professionalism and tact, excellent written and oral communication skills, sensitivity and discretion with confidential matters, excellent interpersonal and organizational skills, and the ability to work with minimal supervision while maintaining a high degree of accuracy and efficiency in a fast-paced environment. The Executive Assistant will be a representative of the President and University in their interactions with internal campus constituents, as well as SUNY and external constituents, visitors, and dignitaries.
The Executive Assistant position is expected to maintain flexibility in their availability and attention to the needs of the President’s Office. As such, the position may require some evening and weekend availability.
Executive Support

• Coordinate President's calendar, including scheduling appointments, meeting rooms, and logistics to support appointments and meetings.
• Assist in preparation of agendas for meetings and follow up by the President to Cabinet members and others (internal and external).
• Prepare and send print and electronic communication and correspondence on behalf of the President.
• Support planning and execution of annual President’s Cabinet retreats, President’s Cabinet and Academic Leadership quarterly gatherings and special guest needs for Commencement.
• Attend meetings and take notes/minutes to assist President (when needed)
• Schedule travel arrangements for the President and reconcile travel expenses.
• Coordinate appointments with donor prospects in conjunction with the Office of Development and Alumni Relations. Ensure timely follow-up of key prospect tasks for the President.
• Access appropriate university systems for research upon request by the President.
• Maintain up-to-date academic calendar information to ensure coordination between Office of the President and all divisions of the SUNY New Paltz system.
• Provide support for the President's participation on external boards and SUNY System Administration-level boards, events, and meetings.
• Handle highly sensitive matters with discretion and confidentiality, including personnel issues, internal and external correspondence, and other complex situations.

General Office Responsibilities Include But Are Not Limited To

• Maintain filing system for Office of the President.
• Screen and troubleshoot incoming calls and receive visitors for the President.
• Conduct basic research to support office functions.
• Manage the budgets and expenses for the President (including state and SUNY New Paltz Foundation funds), the President's Residence, and handle invoice and PO approval process.
• Prepare and execute letters and mail merges for President mailings, both print and electronic.
• Work closely with the Office of Communication & Marketing to prepare invitations and timely and relevant updates from the President.
• Supervise the annual holiday card mailing & e-card distribution, which includes the updating and maintenance of the mailing list & database of email addresses.
• Run errands/order supplies for the office.

Event Planning

• Coordinate Office of the President events with other President’s Office staff
• Work closely with the President's spouse in planning and executing events at the President’s Residence.
• Follow up with department requests and others for president's participation in University and outside events.
• Work closely with Catering Services for Presidential meetings and President’s Office-directed events.
• Make all arrangements for the State of the University Address, held in August, just prior to the start of the Fall Semester and for the Annual Academic and Professional Faculty Reception following the first full faculty meeting of the year in September.

University President Residence

• Assist the President and spouse with the President's Residence, including household services and contractor payments in conjunction with the AVP for Facilities and Operations.
• Assist in planning and executing events at the President's Residence, such as the President’s Holiday Open House and various donor cultivation events.
• Serve as liaison between President/Spouse and AVP for Facilities regarding all house-related repairs or required maintenance, submitting work requests and scheduling service dates.
• Other duties as assigned.

Qualifications: Required:

• A.A.S. Degree in Office Administration or similar with at least 7 years of progressive and relevant office experience working for Level 1/ C-suite executive(s) required
• Excellent attention to detail and time management skills
• Ability to manage multiple and competing priorities
• Tactfully handle difficult situations, maintaining composure and professionalism
• Ability to complete tasks through unexpected interruptions
• Ability to create a welcoming environment for all office visitors
• Demonstrated high level of collaboration across departments and levels.
• Continuous learning mindset regarding emerging technologies and needs
• Proficiency with Microsoft 365 Office Suite (One Drive, SharePoint and includes a working knowledge of word processing, spreadsheets, data entry and retrieval, database management,), Banner, Meeting Technology Platforms (Zoom, Teams and Webex)
• Ability to compose and proofread correspondence in a timely and quality manner

Preferred

• Bachelor's degree
• Experience working in Higher Ed

Contact Information: Electronic submissions required. Individuals with disabilities who need assistance with the application process should call (845) 257-3628.
Candidates Will Be Required To Electronically Submit

• cover letter
• resume
• contact information for three professional references

Deadline: Applications accepted until position filled; priority given to applications received before 7/25/24
Other important information about this vacancy: This position offers full New York State benefits which are among the most comprehensive in the country; see them here: https://www.suny.edu/benefits/benefit-summaries/. The State University of New York at New Paltz is a highly selective, public University that is recognized regionally for the strength of its academic programs. It is located in the beautiful Hudson River Valley with easy access to New York City and other nearby recreational and cultural amenities.
SUNY New Paltz recognizes the unique skills, perspective, talents and passion that each employee contributes to its learning community. To work here is to accept an invitation to participate in the growth and development of all campus members—students, faculty and staff. The University’s commitment to inclusive excellence is an important part of our mission of public education and our culture. New Paltz continues to work on building a community that supports freedom, mutual respect, and civility. We seek others who support these values of diversity and inclusiveness and candidates of all diverse backgrounds who wish to participate in our cultural aspirations are welcome and encouraged to apply. All people with disabilities are encouraged to apply.
The State University of New York at New Paltz is an AA/EOE/ADA employer.
Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three year period. Please refer to the University Police Web site for the complete Annual Security Report (Clery Report) at https://www.newpaltz.edu/police/clery compliance/annual-security-and-fire-safety-reports/
Web Site: https://jobs.newpaltz.edu/postings/2521
Application for Employment