SR Executive Assistant

Posting Summary

Rutgers University‑Newark (RU‑N), an urban public research university and anchor institution, located in Newark, New Jersey, is seeking a Senior Executive Assistant (SEA). Reporting directly to the Senior Vice Chancellor of Administration, Economic Development and CFO (SVC), the SEA will provide executive‑level organizational and administrative support to the Budget, Finance and Administrative Units—including Purchasing, Newark Business Office, Housing Operations, Reservation and Events, Dining, Campus Facilities, and Capital Planning—as well as support to the Vice Chancellor of External and Community Affairs.

• Provides executive level organizational and administrative support, including researching complex issues and making recommendations for resolutions;
• Develops high‑level documents, planning materials, reports, notes, and responses while ensuring the appropriate organization of important and confidential files and databases;
• Works independently with broadly defined work objectives and limited review of overall results, providing professional, prompt, and courteous services to units and SVC stakeholders;
• Multi‑tasks and manages competing priorities within a highly visible and impactful unit while ensuring accurate and timely responses to requests and implementation of actions;
• Resolves a diverse range of problems consistent with a deep commitment and understanding of the mission, vision, role, and goals of the Budget, Finance and Administrative Units and Rutgers University‑Newark’s broader institutional and equity goals as an anchor institution;
• Develops and implements appropriate support for high‑level meetings and committees, including preparation and planning, corresponding with participants, handling responses, and implementing all necessary follow‑up assignments;
• Manages written communication and presentations on behalf of the Senior Vice Chancellor and assists in the planning and execution of large‑scale programs, events or initiatives for the Budget, Finance and Administrative Units;
• Provides meaningful support for budget and grant management and coordination and oversees overall administrative management and supervision of the office of the Senior Vice Chancellor, serving as the first point of contact;
• Serves as the Senior Vice Chancellor’s internal/external representative as necessary and manages a highly complex leadership calendar, balancing conflicting priorities;
• Works collaboratively with individuals, offices and units throughout the University at all levels;
• May be asked to travel from time to time, and must have access to transportation and be available to work some nights and weekends.

• Requires a bachelor’s degree in accounting, finance, business administration, communication, higher education administration, or an equivalent combination of education and experience that demonstrates knowledge and understanding of office administration, communication, financial management, and current practices in higher education;
• Requires a minimum of five years of relevant professional experience working and providing administrative support to a busy executive in a fast‑paced environment while remaining friendly, calm, composed, collegial, and flexible.

• Ability to work with a variety of offices and people, manage multiple priorities simultaneously, adhere to tight deadlines, and balance project management and scheduling demands;
• Ability to write complex reports with financial data and possess excellent writing skills and the ability to develop well‑designed presentations;
• Proficient user of technology with fluency in Microsoft Office Suite, particularly Outlook calendaring, high‑functioning and super proficient in Excel and PowerPoint, and ability to triage technical problems quickly and identify necessary solutions independently;
• Self‑reliant and an independent worker and thinker while exercising sound professional judgment;
• Strong attention to detail and ability to think logically and rationally;
• Strictly complies with operational policies, procedures, and processes of the University;
• Proactive,…