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Executive Assistant to Vice Chancellor for Administration and Finance

The Jewish Theological Seminary (JTS)

This is a Full-time position in New York, NY posted June 9, 2021.

Description of the Position:  

 The Executive Assistant provides support to the Office of the Vice Chancellor for Administration and Finance, as well as secondary support to three additional executives.

The Executive Assistant must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 

Duties/Responsibilities:

1.     Scheduling meetings, individual appointments, telephone conference calls, etc.

2.     Answering the phones, screening calls and taking messages

3.     Arranging travel including air, train, hotel, restaurants, etc.

4.     Updating of electronic and paper files

5.     Identifying important emails and following up on any issues

6.     Photocopying, scanning, printing, faxing of documents

7.     Typing documents including letters, memoranda, reports

8.     Preparing expense reports and check requests

9.     Picking up the mail and distributing in folders to the COO; where applicable taking the initiative to follow up and prepare replies, check requests, etc.

10.  Keeping track of supplies and ordering when necessary

11.  Updating office logs

12.  Tracking office spending

13.  Review and approval of expense reports for direct reports prior to final approval by the Vice Chancellor

14.  Assisting in preparation of annual office budgets

15.  Arranging of conferences and large meetings (including logistics, invitations, follow-up, and catering)

16.  Providing daily reminders of tasks to be completed by the Vice Chancellor

17.  Close contact with high level donors and trustees

18.  Handles logistics for all on-site board meetings (e.g.

booking rooms, reminding team members of when reports are due, room set-up, catering orders, and other issues that may arise)

19.  Preparing of contracts for signature and distribution to requestor

 

Minimum Requirements:

B.A.

required

Minimum: 5 years experience, preferably in the offices of a corporation or upper echelon of academic administration

Skills: high degree of organization, professionalism, tact and discretion. Computer: Microsoft Office: High degree of proficiency in Outlook, Word and of Excel and basic knowledge of PowerPoint and Adobe Professional.

Application Instructions:

Please e-mail your resume and cover letter to jtsaresumes@jtsa.edu.