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Executive Assistant & Budget ManagerUS-NJ-PrincetonJob ID: 2024-19129Type: Full-Time# of Openings: 1Category: Administrative SupportOverview

The executive assistant and budget manager provides executive administrative support and serves as an administrative partner to the dean of admission and financial aid. The EA/BM will supervise the assistant department manager and oversee all administrative functions of the office including HR function, budget function in connection with the ODOC senior dean and other projects as directed by the dean. The EA/BM will take the lead on research and development of materials for the dean in preparation for meetings with the president and the board of trustees.

The EA/BM serves as the first point of contact for access to the dean and manages the day-to-day operations of the office. As such, the successful candidate will be expected to demonstrate a high level of professionalism, initiative, diplomacy and the ability to exercise independent judgment and discretion in support of the dean and the office.

For full consideration, applicants should submit a resume and cover letter with their application.

Executive Support:

Organizes the daily workflow of the dean including the management of calendar and travel. Triages email and other incoming requests and independently prepares correspondence for the dean’s signature. Oversees the creation of reports and presentations for the dean in preparation for the president, board of trustees, dean of the college and dean of the faculty. Works closely with the president’s executive assistant to provide timely information for the president’s review. Conducts research, gathers materials and creates talking points for the dean’s campus meetings.

Office & Budget Management:

Supervises the assistant department manager in oversight of the operations team. Works with senior associate dean and senior financial manager in ODOC to monitor budget, track progress for various admission programs and prepare reports on a monthly basis for the dean’s review. Works with contracts department to ensure compliance. Leads Concur reconciliation for the department. Leads HR processes including the preparation of position descriptions, postings and initial screenings. Manages HR compliance pieces for the department including annual conflict of interest and confidentiality processes.

Other Job Duties:

Works closely with members of the dean’s senior team to ensure efficient workflow including (but not limited to) the purchase of computer equipment or office furniture, acquisition of necessary permits, etc.

Other complex duties and special projects, as assigned

Essential

• * Bachelor's degree or equivalent
• * At least 3-5 years office management experience (such as proven strong budget, compliance, general administration and office workflow skills)
• * Proven ability to take initiative and work independently on complex projects that often require a high level of confidentiality;
• * Excellent written and oral communication skills;
• * Agile thinking and a proactive approach to getting things done;
• * Ability to gather, analyze, interpret and manage confidential and sensitive information with minimal direction;
• * Demonstrated ability to exercise high degree of independent judgment and discretion;
• * Ability to work well with various audiences at all levels of the institution including senior management, colleagues, prospective students and families, and campus partners;
• * Meticulous attention to detail and accuracy in matters of proofreading, document processing, and relaying messages
• * A collegial nature;
• * Proficiency with Microsoft Office Suite required

Preferred

• * Clear understanding of the culture and operations of higher education administration. Familiarity with Princeton University is a plus.
• * At least 3-5 years proven management experience

Princeton University is an Equal Opportunity/Affirmative Action Employer - https://rrr.princeton.edu/eop 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 - https://www.eeoc.gov/sites/default/files/2022-10/EEOCKnowYourRightsscreenreader10_20.pdf