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Executive Administrative Assistant
Albany, NY
Posted May 15, 2013 by The Research Foundation For SUNY
Category: Executive Assistants


Executive Administrative Assistant

Category: Administrative and Professional
Locations: Albany, NY
Posted: May 15, '13
Type: Full-time

About The Research Foundation for SUNY:
Founded in 1951, the RF exists to serve SUNY and to capitalize on the scope, scale and diversity of SUNY as an engine of New York state’s innovation economy.

The RF supports nearly $1 billion in SUNY research activity annually, providing sponsored programs administration and commercialization support services to SUNY faculty performing research in life sciences and medicine; engineering and nanotechnology; physical sciences and energy; social sciences, and computer and information sciences.

The Research Foundation is committed to diversity and inclusion. We believe that promoting a diverse, inclusive working environment enhances productivity, creates personal and professional opportunities, unleashes each individual's full potential and fuels innovation.

The Research Foundation and its employees are committed to a culture of integrity and accountability, holding each other and the organization to the highest standards of ethical behavior.

Visit www.rfsuny.org and connect with the RF on Facebook. Learn about the Power of SUNY at www.suny.edu.

Job Description:

Working independently, under the direction of the President, perform highly responsible and complex administrative support work, exercising independent judgment in relieving the President of administrative details. Handles administrative functions of the office and determines appropriate steps to assure the proper functioning and information flow of the office. Provide confidential, executive-level support to the President.

This person will interface with the President’s direct reports, manage projects and compile data, reports and information to fulfill the President requests. The incumbent will have a professional approach to personal interactions, meet target deadlines, and maintain discretion with confidential matters. Incumbent may also have supervisory responsibilities.

- Manage the President’s schedule and workload and ensure he is adequately prepared for meetings; obtain and provide all meeting materials.

-Contact or respond to requests and/or high-ranking individuals who may be from large national or international firms and may involve unique situations, and each contact must be handled differently using judgment and discretion.

-Interface with SUNY System Administration, Chancellor’s Cabinet, senior leadership and SUNY campus management.

-Keep the President informed and updated on issues of importance or concern.
Foster and maintain a professional rapport with all levels of internal management and staff; demonstrating and promoting a team atmosphere.

-Demonstrate a high degree of professionalism, initiative and independence in supporting the President’s office on a wide variety of complex issues.

-Prepare meeting agendas, providing background information, ensuring the President is briefed on his schedule and that he arrives on time to meetings.

-As needed, interpret requests, coordinate and implement action, and decide whether President should be notified of important or emergency matters.

-Coordinate and organize all aspects of special events.

-Compose and prepare responses to correspondence and other inquiries as appropriate, produce rough drafts and printed or typewritten materials using independent judgment.

-Answer phones, files, photocopies, coordinates conference calls, and transcribe notes and type correspondence; processes exception reports; strong ability to trouble-shoot and problem-solve independently, always acting with tact and discretion.

-Take notes and action items at President’s Council and other meetings attended by President

-Ensures that requests for action or information is relayed or delegated to appropriate staff member(s).

-May compose and sign correspondence for President.

-Arrange all travel needs including flights, car rental and hotel accommodations for the President.

-On own initiative, arranges for staff members to represent organization at meetings and conferences (President or delegate).

-Analyses operating practices and manages Executive Office budget.

-Responsible for BOA reconciliation for President and Executive Office.

-Assists President with handling logistics for Committees he serves on.

-Create charts, diagrams, spreadsheets, and calendars as necessary.

-Manages Calendar Team.

Strong written and oral communication skills; and the ability to deal well with other departments and external contacts are required; with confidentiality.

Ability to prioritize and manage multiple projects simultaneously and follow up on issues in a timely manner; using good judgment and decision-making initiative.

Ability to work independently under general direction; must be able to maintain a high level of confidentiality.

Must possess comfort with technology; specifically the Microsoft Office Suite.


Bachelor’s degree desirable. 5 years progressive experience in executive level administrative support positions.

Application Instructions:

To apply, please visit: http://rfsuny.interviewexchange.com/jobofferdetails.jsp;jsessionid=DFAA569EAFC99BCC78DF53155A5EE734?JOBID=39568

Review of applications will begin immediately and continue until the position is filled.


The Research Foundation for the State University of New York is not an agency or instrumentality of the State of New York. Employees of the Research Foundation for the State University of New York are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The Research Foundation for the State University of New York operates under a contract with The State University of New York and receives no directly appropriated state funding.




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