Review Vacancy
AgencySUNY System Administration
TitleExecutive Assistant for the Chief Operating Officer
Occupational CategoryOther Professional Careers
Bargaining UnitM/C - Managerial/Confidential (Unrepresented)
Salary RangeFrom $56000 to $68000 Annually
Duties Description The Executive Assistant to the Chief Operating Officer (COO) will be responsible for providing administrative support to the COO of the State University of New York (SUNY). The successful candidate will have excellent organizational and communication skills and will be able to work independently and as part of a team.
Responsibilities include but are not limited to:
- Work directly with the COO to provide administrative support in all aspects of their daily work routine.
- Manage the COO's calendar, including scheduling meetings, appointments, and travel arrangements. Exercise discretion in committing time, evaluating needs, and ensuring appointments and meetings are organized and timely.
- Prepare materials and background information as needed for the COO's meetings and travel.
- Manage and prioritize tasks, keeping the COO advised of time-sensitive tasks and emerging issues, ensuring deadlines are met and work is completed to a high standard.
- Independently respond to inquiries and route them to the appropriate System Administration staff to ensure that open inquiries are assigned and addressed.
- Arrange conferences, conference calls, and schedule meetings.
- Provide assistance in gathering and compiling information and data for reports, presentations, and meetings.
- Manage the filing system, including organization and maintenance of correspondence, notes, and other required paperwork.
- Conduct research and gather information for the preparation of documents, reports, tables, and charts to support the COO in making informed decisions.
- Complete a variety of special projects including drafting PowerPoint presentations, spreadsheets, reports, and agenda materials.
- Maintain confidential records and files, ensuring that all information is organized and easily accessible.
- Assist in the preparation and finalization of official documents (i.e. letters, memos, invitations) both electronic and hard copy for the leadership team.
- Work effectively with other offices within SUNY System Administration as needed to achieve these and other tasks.
Minimum Qualifications Required Qualifications:
- Bachelors degree
- Ability to manage multiple complex schedules
- Ability to use independent judgement and maintain confidentiality
- Proficiency with Microsoft Office and aptitude to learn new computer applications
- Excellent organizational skills and ability to manage multiple priorities
- Exceptional verbal and written communication skills
- Ability to adhere to deadlines as required
- Detail oriented and able to work with a team in a fast-paced environment
Preferred Requirements:
- A minimum of two years experience as an administrative assistant in an office environment
- Strong computer skills, including proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Access) and Adobe Acrobat Professional
- Strong proofreading, data collection, and research skills
- Knowledge of SUNY or New York State policies and procedures
Additional Comments - Salary is dependent on a variety of factors, including but not limited to, experience, education, training, and certifications. The range for this position is $56,000-$68,000 annually.
- Excellent Benefit Package which includes: NYS health insurance, free dental and vision coverage, competitive retirement options, tuition assistance, parental leave at full pay, and generous vacation, sick, and holiday time. 13 days of paid holidays per year; 21 days of vacation, and 21 days of sick time accrued each year. Please see our MC benefits summary for additional information: https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/MC13-Unclassified-Benefits-at-Glance-Jan-2025.pdf
- Management/Confidential appointments work under the leadership and discretion of the appointing authority and are not represented by a union.
Applicants must be currently authorized to work in the United States on a full-time basis. VISA sponsorship is not available for this position.
SUNY System Administration Benefits:
SUNY System Administration provides an outstanding and comprehensive benefits package to support you and your family through the many life changes you may experience while you work for SUNY. Our nationally recognized benefits include:
- Retirement: The choice between a fully funded pension plan and a self-driven defined contribution plan, along with two supplemental plans to increase your ability to save for retirement.
- Health Insurance: Several health insurance options at an affordable cost that provide full coverage without mandatory deductibles.
- Time Off: Paid time off with separate vacation and sick leave accruals up to 21 days a year for each category.
- Additional paid leave policy options for childbirth, adoption, elder care, and other family care situations.
- Explore our full benefits offerings here: www.suny.edu/benefits
Some positions may require additional credentials or a background check to verify your identity.