Executive Administrator

Job Details

• Job
• Category:
  Administrative/Clerical
• Position Type:
  Contract/W-2
• Shift: Multi Shifts

Executive Administrator
Temporary
Full Time:
Standard business hours: 8:00 AM-4:30 PM or 8:00 AM - 5:00 PM
Location:
Onsite at Rochester Institute of Technology
Pay range: $26.20-$41.90 per hr based on experience. This position provides high-level and varied administrative support to senior leaders across the university. Manages complex calendars, coordinates travel and meeting logistics, and prepares communications while maintaining confidentiality and accuracy. Serves as liaison between executives and internal/external stakeholders, ensuring effective communication and timely resolution of inquiries. Supports decision-making by conducting research, preparing reports, and organizing critical documentation.

Enhances executive productivity and overall efficiency of the university's leadership functions.

• Experience supporting senior/executive-level leadership (primary support to SVP level).
• Ability to manage multiple priorities simultaneously in a fast-paced environment.
• Experience coordinating projects and/or events.

• Oversee and manage complex calendars for senior leaders, ensuring efficient scheduling and time management.
• Arrange and coordinate travel plans, including booking flights, accommodations, and transportation.
• Organize and facilitate meetings, including preparing agendas, coordinating with participants, and ensuring all necessary materials are available.
• Draft, review, and distribute internal and external communications on behalf of senior leaders, maintaining confidentiality and accuracy.
• Act as the primary point of contact between executives and internal/external stakeholders, ensuring effective communication and timely resolution of inquiries.
• Conduct research and prepare detailed reports to support executive decision-making processes.
• Organize, maintain, and manage critical documentation, ensuring easy access, confidentiality, and retrieval.
• Provide administrative and logistical support for internal, external, and national boards, committees, and/or councils that the senior leader participates in.
• Plan and execute senior leader college/division-wide events, meetings, retreats, and staff meetings.
• Perform budget-related analysis, approve and process expenses, and reconcile purchases.
• Collaborate with other administrative staff and departments to support needs of the area.
• Assist with special projects and initiatives as directed by senior leaders, ensuring timely and successful completion.
• Perform any other duties as assigned.

• Proficiency in the following tools (or similar):
  • Outlook
  • Excel
  • Power Point
  • Zoom
  • Electronic signature tools (e.g., Adobe Sign)
  • Experience with enterprise systems (e.g., Workday or similar) preferred/expected

• Ability to work independently with minimal supervision.
• Demonstrated organizational and multitasking skills.
• Strong professional presence suitable for executive-level interaction.

• Bachelor's degree in a related field OR Equivalent combination of education and experience, including 8 years of related professional experience.