Executive Assistant, School of Business

APPLICATION INSTRUCTIONS

• Interested applicants should submit the following materials with their application:
• Cover Letter
• Resume

TYPE OF POSITION/EMPLOYMENT CATEGORY: Full-Time, Staff

DEPARTMENT: Business

SCHEDULE: Monday - Friday, 9:00am to 5:00pm

• Occasional evening or weekend work required to attend School of Business events as needed.

REMOTE WORK: Eligible for remote work on Fridays after six months of employment, based on the department’s rotating schedule.

HOURS/WEEK and MONTHS/YEAR: 35 hours/week and 52 weeks/year

FLSA STATUS: Non-Exempt, Hourly

GENERAL PURPOSE

Provides senior level administrative support to a department or executive. This position interacts and communicates with both external constituents (i.e. executives, senior faculty, principals) and internal staff to resolve issues and manage the calendar and administrative office of executive or department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage complex calendaring and travel schedule based on the executive’s goals and priorities. Anticipate and manage preparation needs for executive meetings and events. Design and prepare draft materials for speaking engagements, draft correspondence, and documents. Serve as the point person for various communication processes between the School and other departments (Academic Affairs, Enrollment Management, Alumni Relations, etc.) that builds meaningful relationships to ensure cohesiveness.
• Manage multiple, competing priorities. Answer, screen, direct, and prioritize all incoming calls for the executive. Troubleshoot/Problem solve when necessary and appropriate; otherwise, direct to the appropriate office or personnel. Maintain all calendars. Use discretion and independent judgment to interpret and implement actions to ensure that these requests for action or information are smoothly executed. Must have the ability to work and communicate effectively and diplomatically with all individuals.
• Plans and schedules events, prepares reports and maintains files and databases. Prepares correspondence, schedules and confirms appointments, shares documents and other materials as necessary. Initiates, schedules and/or monitors the processing of hiring requests, contracts, requisitions, supplies and room reservation and setup.
• Writes, edits, and produces internal and external communications for the executive. Collaborates with faculty to carry out all requirements related to faculty annual reviews and yearly observations. Work in conjunction with the administrators and staff to coordinate performance appraisals.
• Organize and facilitate meetings, special events, coordinate dates, times, venues, agenda, and facilities. Create an annual calendar of all events within the School of Business. Support all School of Business events when necessary (e.g. Boot Camp, TEDx, Convocation, etc.)

REQUIRED MINIMUM QUALIFICATIONS

• Bachelor's degree
• 5 to 8 years of work related experience
• Microsoft Office (Outlook, Word, PowerPoint, Excel)
• Jenzabar Software
• Ad Astra
• Databases

RESPONSIBILITY FOR PUBLIC CONTACT

• Daily contact requiring courtesy, discretion, and sound judgment.

SALARY INFORMATION

When determining the salary offer for a new employee, Molloy considers several key characteristics such as job knowledge, skills, and experience as well as internal and external equity. The hiring hourly rate for this position is $25.00 to $30.00. This hourly rate represents the University's good faith and reasonable estimate of the range of compensation at the time of posting.

As part of its total compensation package, Molloy University offers an extensive range of benefits and programs for its employees including excellent health and dental insurance options, generous time off and tuition benefits. For further information, please visit Benefits | Molloy University.

AN EQUAL OPPORTUNITY EMPLOYER

Women, minorities, persons with disabilities and veterans are encouraged to apply.

Molloy University does not discriminate on the basis of an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, or military status; in its administration of educational policies, programs or activities; its admissions policies; or in employment practices. Molloy University takes its responsibility seriously to establish an environment in which the dignity and worth of all members of the institutional community are respected. In its effort to provide an optimal learning environment the University seeks the appointment of persons who are highly qualified and whose background is appropriate to fill each vacancy. It is University policy to recruit, employ, retain and promote employees without discrimination regarding sex, race, color, creed, religion, age, marital status, sexual orientation, veteran status, national or ethnic origin or physical disability.