SR Executive Assistant

Position Details

Position Information

Recruitment/Posting Title SR Executive Assistant Job Category Staff & Executive - Administrative & Support Department Newark Chancellor Overview Posting Summary

Rutgers University- Newark (RU-N), an urban public research university and anchor institution, located in Newark, New Jersey, a city of promise is seeking a Senior Executive Assistant (SEA). Reporting directly to the Sr 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 provide support to the Vice Chancellor of External and Community Affairs..

This position is responsible for and not limited to the following.

• 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 along with ensuring the appropriate organization of important and confidential files and databases;
• Works independently with broadly defined work objectives and limited review of overall results and is professional, prompt, and courteous providing services and support 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 the 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 will assist and aid 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 will provide overall administrative management and supervision of the office of the Senior Vice Chancellor including being the first point of contact;
• Serves as the Senior Vice Chancellor's internal/ external representative as necessary and manage a highly complex leadership calendar deciding on appointments that balance conflicting priorities;
• Works collaboratively with individuals, offices and units throughout the University and 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.

FLSA Exempt Grade 06 Salary Details Minimum Salary 82166.000 Mid Range Salary 104002.000 Maximum Salary 125837.000 Offer Information

The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.

Benefits

Rutgers provides a comprehensive benefits package to eligible employees. The specific benefits vary based on the position and may include:

• Medical, prescription drug, and dental coverage
• Paid vacation, holidays, and various leave programs
• Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options
• Employee and dependent educational benefits (when applicable)
• Life insurance coverage
• Employee discount programs

Position Status Full Time Working Hours 37.5 Standard Hours 37.50 Daily Work Shift Work Arrangement

Consistent with the current application of Rutgers Policy 60.3.22, this position may be eligible for a hybrid work arrangement. Flexible work arrangements are not permanent, are subject to change or cancellation and contingent on the employee receiving approval in the FlexWork@RU Application System. Additional information may be found at https://futureofwork.rutgers.edu.

Union Description Administrators Confidential Payroll Designation PeopleSoft Seniority Unit Terms of Appointment Staff - 12 month Position Pension Eligibility ABP

Qualifications

Minimum Education and Experience

• 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.

Certifications/Licenses Required Knowledge, Skills, and Abilities

• Requires the ability to work with a variety of offices and people; manage multiple priorities simultaneously; adhere to tight deadlines while juggling and balancing the responsibilities of project management; and scheduling other requests;
• Must be able to write complex reports with financial data and possess excellent writing skills and the ability to develop well designed presentations;
• Must be a savvy user of technology with fluency in Microsoft Office Suite, particularly Outlook calendaring, high-functioning and super proficient in Excel and PowerPoint and possess the ability to triage technical problems quickly and identify necessary solutions independently;
• Must be self-reliant and be an independent worker and thinker while exercising sound professional judgment;
• Requires strong attention to detail and ability to think logically and rationally;
• Strictly complies with operational policies, procedures, and processes of the University;
• The ideal candidate is proactive, accurate, organized, articulate, approachable, professional, detail-oriented, and composed under pressure;
• Provides timely and accurate information on, interpretation of, and training on the policies, relevant systems, procedures, and processes of the RU-N Chancellors Office and the RU system;
• Keeps current on policies, procedures, processes, and systems to ensure compliance and timely, accurate communication.

Preferred Qualifications

• Five or more years of relevant professional experience working and providing administrative support to a senior level executive and high performing team;
• Familiarity and comfort with a college and university setting is highly preferred.

Equipment Utilized

• Advanced knowledge of the MS Office Suite, the position regularly uses other applications including but not limited to: Cornerstone (ECBPS), Sciquest, Financial Management Systems, Expense Management ARS, ROCS, HCM, E-Verify, PTL database, Instructional Appointment Management System, Blackboard, Works, Sakai, and knows or will quickly become a subject matter expert and learn any and all systems Rutgers University uses for budgeting, expense reimbursement, parking, telephones, payroll, grant submission/management, recruitment, scheduling, facilities and space management, and the equipment, software, and specialized materials needed to support the effective and efficient performance of this position.
• Proficiency of virtual meeting software and equipment and be at ease with learning new systems/applications.

Physical Demands and Work Environment Special Conditions

Posting Details

Posting Number 26ST1497 Posting Open Date 07/08/2026 Special Instructions to Applicants Regional Campus Rutgers University-Newark Home Location Campus Rutgers University-Newark City Newark State NJ Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we encourage all qualified applicants to apply. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • What is the highest level of education you have completed?

• High School Diploma/GED

• Associate's Degree

• Bachelor's Degree

• Master's Degree

• Ph.D.

• • Do you have 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?

• Yes

• No

• • Have you been in your current position for 6 months?

• Yes

• No

Applicant Documents

Required Documents

• Resume/CV
• Cover Letter/Letter of Application
• List of Professional References (contact Info)

Optional Documents