Administrative Procedures, Administrative Skills, Adobe Product Family, Analysis Skills, Budgeting, Calendar Management, Communication Skills, Decision Support, Document Management, Documentation, Event Management, Executive Assistant Skills , Leadership, Logistics, Microsoft Outlook, Microsoft PowerPoint, Multitasking, Office Management, Operations Management, Organizational Skills, Plan Meetings, Project/Program Coordination, Reconciliation, Reimbursement, Reporting Skills, Research Skills, Time Management, Travel Planning, University/School Policies
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 prepare communications while maintaining confidentiality and accuracy. Serves as liaison between executives
and internal/external stakeholders, ensures effective communication and timely resolution of inquiries. Supports decision-making by
conducting research, preparing reports, and organizing critical documentation. Enhances executive productivity and the overall efficiency of
the university's leadership functions.
Core Functional Requirements
- 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.
Essential Duties & Responsibilities
- Oversees and manage complex calendars for senior leaders, ensuring efficient scheduling and time management
- Arranges and coordinate travel plans, including booking flights, accommodations, and transportation
- Organizes and facilitate meetings, including preparing agendas, coordinating with participants, and ensuring all necessary
- materials are available
- Drafts, reviews, and distributes both internal and external communications on behalf of senior leaders, maintaining
- confidentiality and accuracy
- Acts as the primary point of contact between executives and internal/external stakeholders, ensuring effective communication
- and timely resolution of inquiries
- Conducts research and prepare detailed reports to support executive decision-making processes
- Organize, maintain, and manage critical documentation, ensuring easy access, confidentiality and retrieval
- Provides administrative and logistical support for internal/ external/ national boards, committees and/or councils which the
- senior leader participates in
- Plans and executes senior leader college/division wide events, meetings, retreats, and staff meetings
- Performs budget-related analysis, approves and processes expenses, and reconciles purchases
- Collaborates with other administrative staff and departments to support needs of area
- Assists with special projects and initiatives as directed by senior leaders, ensuring timely and successful completion
- Other duties as assigned
- Knowledge, Skills, & Abilities
- Knowledge of office management, administrative procedures and policies, and university operations to ensure effective
Technical Skills
- Proficiency in the following tools (or similar):
- Outlook
- Excel
- PowerPoint
- Zoom
- Electronic signature tools (e.g., Adobe Sign)
- Experience with enterprise systems (e.g., Workday or similar) preferred/expected
Work Style / Competencies
- Ability to work independently with minimal supervision
- Demonstrated organizational and multitasking skills
- Strong professional presence suitable for executive-level interaction
Experience & Education
- Bachelor's degree in a related field
OR - Equivalent combination of education and experience, including 8 years of related professional experience