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Position Summary:
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The Executive Assistant provides high-level administrative support for the Vice President of Institutional Advancement, including coordinating and managing executive scheduling as well as wider department scheduling; preparing and organizing meeting materials and presentations; and handling sensitive and confidential information. This role exercises broad discretionary responsibilities and independent judgment; liaises and coordinates between other administrative departments; interfaces with internal and external parties, including high-level donors. Broader administrative and development support includes collaborating with the Assistant Director of Operations to manage IA budget operations with responsibility for submitting and tracking requisitions and invoices in the procurement system as well as other projects as assigned.
This is a hybrid position on campus 2 days a week.
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Position Responsibilities:
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- Provides administrative support to the VP, with some additional support for the senior leadership team, managing calendars, coordinating team meetings and meetings across departments; proactively manage schedules and interact with internal and external stakeholders
- Creates/prepares correspondence, presentations, reports, graphs, spreadsheets for or on the behalf of the Vice President and other leadership
- Actively tracks project timelines, ensuring all are aware and notified of key dates. Coordinates and manages departmental meetings, and facilities needs, including space, food, audio/visual equipment, software needs, and takes notes and minutes upon request.
- Manages, in collaboration with the Assistant Director of Operations, facility support and procurement functions, primarily maintaining and tracking requisitions, purchase orders and invoices
- Handles department reimbursement requests and credit card reconciliation
- Utilizes the CRM and other systems to enter contact reports, pull donor information and other reports and assist with gathering information for senior leadership
- Other special projects and departmental support duties as assigned by the VP or AVP of Advancement Operations, including mailings, logistics support for events, lists management, donor communication and preparation of reports.
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Experience & Educational Background:
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- Bachelor’s Degree or equivalent combination of education and related work experience;
- 2-3 years work experience
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Skills & Competencies:
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- Must be exceedingly well-organized, flexible and enjoy the administrative challenges of supporting a fast-paced office of diverse people and programs;
- Take initiative to anticipate needs as new information arises; be able to handle changes to schedule and priorities with ease and professionalism;
- Have a can-do, think-on-your feet positive attitude;
- Comfortable learning new programs with proper training
- Must have ability to interact professionally and courteously with staff and high-level donors in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role;
- Must possess strong written and verbal communication skills
- Excellent calendar management skills, including the coordination of complex executive and committee meetings;
- Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook, experience with databases a plus;
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Salary Range:
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$65,000 - $65,000
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About Us:
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Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more.
We are a leading global educational institution that employs 2,000 people across our various campus locations -- Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission through all that we teach, by all that we do and for all those we serve. We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross section of people from diverse backgrounds working and studying together.
The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University’s retirement plan. Staff members are typically eligible for four weeks paid vacation each year and have access to a shuttle to nearby subway locations.
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Equal Employment Opportunity:
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Yeshiva University is an equal opportunity employer committed to hiring minorities, women, individuals with disabilities and protected veterans.
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