Sr. Administrative Coordinator

Requisition # 2024-18895
Date Posted 1 month ago(5/13/2024 9:16 AM)
Department
High Meadows Environmental Ins
Category
Administrative Support
Job Type
Full-Time

Overview

High Meadows Environmental Institute (HMEI) seeks an extremely capable, poised, and skilled individual for the role of Assistant to the Executive Director. The incumbent will provide high level support to HMEI’s Executive Director (ED), support leadership and governance functions, and contribute to the management and coordination of priority projects and initiatives.

The Assistant to the Executive Director is an integral member of HMEI’s senior administrative team at a time of increased visibility and University expectations for the Institute.

Responsibilities

Manage dynamic and highly productive executive office including responsibilities for scheduling, communications, correspondence, event planning, logistics, and meeting support to facilitate the achievement of HMEI’s strategic priorities.

 

Provide administrative and project-specific support to facilitate ED’s work and management responsibilities. Manage ED’s calendar including scheduling and organization of appointments with program directors, faculty, staff, students, alumni/donors, University administrators, and collaborators both internal and external to the University.

 

Draft correspondence and assist with email. Compile and distribute materials in advance of meetings and as follow-up. Maintain files. Assist in the preparation of presentations. Develop travel itineraries including travel arrangements, accommodations, support documentation and reimbursements.

 

Facilitate office routines and to assure office function. Maintain master calendar of HMEI events and program deadlines for use in strategic documents and planning. Coordinate meetings/gatherings of HMEI staff including staff meetings, retreats, and other activities. Draft and circulate agendas. Record and maintain minutes. Participate with other members of HMEI’s senior staff to plan and coordinate activities in support of HMEI’s research and teaching missions.

 

Support strategic initiatives and undertake special projects at the direction of Executive Director. Provide administrative support and serve as a reliable and informed point of contact for high visibility HMEI programs and collaborations including HMEI Environmental Fellows program, The Next Forever Residency Program, the Grand Challenges Program, and the Barron Visiting Professorship. Manage campus-wide call(s) for proposals. Collect and track applications. Support review and selection of faculty awards. Maintain records of program activity and participation.

 

Provide administrative support for joint faculty searches and appointments involving multiple academic departments on an ‘as needed’ basis. Liaise with faculty, department chairs/managers in partnering departments to plan and coordinate candidate/guest visits and job talks. Serve as point of contact for search candidates throughout the hiring process.

 

Plan, coordinate, and implement select events including those involving VIPs, alumni/donors, and other high profile visitors. Coordinate with university/external contractors as necessary.

 

Compile information and content for inclusion in proposals, strategic documents, and reports. Prepare HMEI Annual Report.

 

Assist with donor/stewardship activities. Serve as point of contact for Office of Advancement on donor relations and stewardship. Maintain stewardship files, donor/stakeholder contact lists, and records of donor activity/contact. Draft correspondence and gift acknowledgments for executive signature. Coordinate with Office of Advancement to schedule and support donor visits including preparation and circulation of briefing memorandum.

 

Facilitate HMEI governance functions. Provide administrative support for meetings of HMEI’s Faculty, HMEI’s external Advisory Council, and other committees as organized and implemented to transact the business of HMEI. Support compilation and circulation of meeting materials including agenda. Prepare, maintain, and distribute meeting minutes. Maintain HMEI Faculty rosters/list servs involving 140+ faculty and their departmental affiliations. 

Qualifications

Bachelor’s degree or equivalent experience and a minimum of 4-6 years of related experience, preferably working in a fast-paced, high-pressure office setting involving senior leadership/administrator(s).

 

Ability to maintain poise and professionalism and thrive in a fast-paced office setting.

 

Excellent interpersonal, oral, and written communication skills. Reliable, resourceful, and organized. Keen attention to detail. Customer-focused orientation. Self-starter with demonstrated ability to take initiative, prioritize, work autonomously, and handle multiple responsibilities simultaneously. Ability to handle and maneuver independently among competing priorities. Flexible to assume a range of assignments and to work cooperatively and effectively with others in a busy and productive work environment. Must be able to handle high pressure situations in a tactful and calm manner and meet deadlines. Possess sound judgment and discretion to maintain confidentiality in handling sensitive information. Professional demeanor and ability to manage positive relationships with all members of the University community. 

 

Excellent computer skills using Microsoft Office suite.

 

Applicants must apply online and submit a cover letter and curriculum vitae and will be asked to produce a writing sample as part of the application process. 

 

Preferred Qualifications:  Knowledge/experience of Princeton University community is a plus.

 

 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Probationary Period

180 days

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

Experience Level

Associate

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