St. John's established in 1870, has three New York City campuses; a graduate center in Hauppauge, NY; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University's outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John's University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John's is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. As noted in our Vision Statement, our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
Temporary Executive Assistant
Department: Information Technology
This is a Part-Time temporary position through July 31, 2019. Must be available Mondays, Wednesdays and Fridays for a total of 20 hours a week. Flexibility a must to be able cover additional days and hours as needed. This position will pay up to $20 per hour.
This position reports to the Chief Information Officer for Information Technology and is responsible for day-today administrative and support duties needed for the position. Coverage for two additional Directors will be included. Individual must have skills necessary to perform at fast pace in a professional manner and attitude. The ability to multitask, stay organized to meet commitment dates, and manage a busy daily office environment are necessary.
Provide administrative management of CIO, which includes extensive coordination of schedule, meetings, contracts, maintaining calendar, setting priorities and arranging meetings/booking of conference rooms. Maintain appointment schedules ensuring a smooth and efficient work environment.
Coordinate travel arrangements, complete registration for conference/training sessions. Prepare travel and expense forms, oversee processing of CIO's P-Card.
Manage logistics for University and vendor events to include; preparing and sending correspondence, reserving facilities, preparing agenda and printed materials, reserving AV equipment, ordering refreshments and any other assistance required for events/meetings.
Organize files into categories and prepare materials for meetings, which include assembling material, retrieving files before meetings, confirming appointments.
Assist with editing presentations, reports, memos, letters and any other documents. Considerable attention to accuracy, detail, style, spelling, grammar, and timely completion are key requirements.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Review and monitor incoming email/mail for sensitivity and urgency and maintain confidentiality of files. Open, sort, and distribute incoming correspondence including faxes and email.
Answer phones, screen calls, direct callers to appropriate resource and greet visitors. Responsible to make sure phones are answered professionally and coverage exists during business hours.
Communicate effectively with internal administrative and external community so that strong working relationships are built and maintained across University departments. Compose correspondence for CIO on own initiative or from general instructions.
Demonstrated experience working with senior management and key external constituents, including alumni, trustees, and vendors.
Use technology including Microsoft Word, Excel, and PowerPoint applications, internet, email, etc, to meet CIO needs. Take direction and transcribe notes as needed.
Provide support for the most sensitive of projects, reports, and record keeping helping to ensure the professionalism and integrity of the University.
Effectively manage office workflow. Resolve matters by contacting resource, both internal and external to the University.
Team Collaborations with other Executive Assistants; assist with phone coverage during busy times, arrange lunch hours accordingly, work together on specific projects, communicate clearly and interact effectively.
Complete special projects as assigned.
College degree preferred
Writing and other communication skills commensurate with a corporate level environment.
Minimum ten years work experience required in high paced administrative support position.
Successful candidate must possess excellent customer service, time management and organizational skills.
Ability to know the next step and communicate timely.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
S/he must take initiative, be resourceful and possess strong interpersonal skills.
S/he must employ discretion when dealing with sensitive information.
Able to meet deadlines while handling multiple tasks in a fast-paced environment that has constantly changing workflow priorities.
Research, analyze, and compile information to prepare reports or projects.
Excellent written and verbal communication skills are essential.
Ability to set priorities, meet deadlines and display good judgement.
Comfortable utilizing internet, website, calendaring and other workplace communication tools.
Able to operate office equipment (i.e. Computer, copier, fax, printer and phone).
Proficient in Microsoft Office (Word, Excel, PowerPoint and Access), internet and e-mail.
Any offer of employment is subject to receipt by St. John's University of satisfactory references, verification of employment and education.
St. John's University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
St. John's University is Catholic, Vincentian and Metropolitan. We are committed to attracting, motivating, and retaining a highly qualified and diverse workforce to support our mission of academic excellence and the pursuit of wisdom. Known for over 100 years of proud athletic tradition, our Big East excitement keeps Red Storm fans cheering. Ranked among America's top universities by The Princeton Review, St. John's University educates leaders for today's global society through quality academics, high-tech resources and an expanding international presence. With 1,500 Faculty and 1,400 Administrators/Staff, St. John's is a leading Catholic University in the Vincentian tradition, dedicated to making a positive difference in people's lives through active engagement in issues of energy and resource conservation, social justice and global citizenship. These values enhance the academic experience of more than 20,000 undergraduate and graduate students on three residential New York City campuses in Queens, Staten Island and Manhattan; a graduate center in Oakdale, NY; an international campus in Paris, France and Rome, Italy; and learning centers in other locations worldwide.