Executive Assistant

Title:
Executive Assistant

Department:
Office of the President

Reports To:
Chief Government and Community Relations Officer

Position Type:
Staff

Position Summary:
Located in the vibrant University Heights district of downtown Newark, NJ, just 20 minutes from New York City, NJIT is one of the nation's leading public polytechnic universities. NJIT offers small-campus intimacy with the resources of a major public research university. NJIT's faculty and staff take pride in preparing students to be leaders, innovators, and entrepreneurs in the technology-dependent economy of the 21st century.

The Office of Government and Community Relations provides strategic vision and operational leadership for all aspects of the University's government relations activities at the federal, state, county, and local levels. In addition, the office implements advocacy strategies to advance the University's mission and connect with our neighbors, civic groups, and nonprofit organizations for meaningful engagement. Therefore, the successful candidate must have strong organizational skills and attention to detail, often needing to balance multiple competing priorities and be able to maintain strict confidentiality regarding operational, personnel, University, and other matters.

Essential Functions:
- Assists CGCRO in various administrative tasks, i.e., calendar, event planning, and resource management; handles office correspondence with external and internal stakeholders as directed; assists other directors when needed. Helps improve the overall efficiency and productivity of the CGCRO office.
- Coordinate internal and external resources for the successful execution of projects for the office.
- Greets and assists visitors, responds to routine office inquiries, and routes others appropriately, and provides exceptional customer service and support. When requested, schedules events and meetings to ensure that all necessary arrangements are made, such as room reservation, Audio/Video set up, and ensures that when dignitaries and special guests visit the NJIT campus, all arrangements for their visit are made. Acts as a bridge between external and internal parties for successful visits/meetings.
- May Oversees student workers and prepares timekeeping and payroll records.
- Manages departmental personnel's onboarding/offboarding, including assigning and equipping work locations.
- Orders, stocks, and distributes office supplies and other required materials among staff members as needed and conducts a periodic inventory of supplies.
- Maintains confidentiality in all aspects of department and university matters.

Additional Functions:
- Prepares minutes of meetings.
- Provides occasional support outside of NJIT business hours, such as early morning, evening, and weekends, supporting departmental activities.
- Performs other duties as required.

Prerequisite Qualifications:
- Minimum of 3 years of previous experience in a comparable administrative position.
- Must be proficient in personal computing including email, Microsoft Office Suite applications, Google Suite products, and comparable applications or services.
- Must possess strong oral and written communication and problem-solving skills.
- At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Preferred Qualifications:
- Associate's Degree.
- Previous experience in a higher education environment.
- Previous experience with legislative, civic engagement and/or government relations

Bargaining Unit:
Non-Aligned

Range/Band:
12

FLSA:
Exempt
Full-Time