Administrative Manager

Our position reports directly to the Executive Assistant to the President, the Administrative Manager is responsible for assisting in the orchestration of daily operations and management of the Office of the President.The Administrative Manager supports the President’s Executive Assistant in complex calendar management, extensive travel management, meeting and conference management; and, in the implementation of planning processes that aid in a sophisticated and efficient functionality of executive support within the office. Responsibilities : 1. Assists and supports the President’s Executive Assistant in extensive office operations, including meeting database management, meeting logistics, complex travel itineraries, intricate and evolving calendar management and creating documentation for senior level meetings and activities. 2. Works with the President’s Executive Assistant to manage the scheduling of meetings / conferences, appointments and events, working collaboratively to coordinate the Presidents highly complex calendar. Must possess strong time management skills. 3. Ensures at all times that the office environment is especially sensitive and responsive to the needs of the University’s internal and external communities, while maintaining a confidential environment. 4. Provides assistance to the President’s Executive Assistant related to the preparation, implementation and logistical management of academic conferences and events. 5. Works with the President’s Executive Assistant, to ensure smooth functioning workflow; and, is accountable for upholding the highest standards of support, confidentiality, accuracy and detail. 6. Works independently on administrative projects, as needed. Ensures that they are accomplished in a timely and accurate manner and that the President’s Executive Assistant is continually updated with status reports. 7. Creates reports from calendar, expense and travel data requested by President’s Executive Assistant. Maintains records of reimbursement, scheduling requests and internal meetings through a database. Synthesizes information and reports pertinent data on background and statistics for incoming requests. 8. Act as a liaison to a broad range of constituents; receives visitors and fields calls for the President’s Executive Assistant. 9. Additional duties as assigned. Minimum Qualifications for Grade : Bachelor’s degree required. Minimum three years of related experience is required. Additional Position-Specific Minimum Qualifications : Minimum three years administrative support experience and knowledge of modern office practices. Must show tact and good judgement in confidential situations and experience interacting with senior management. Experience in preparing travel and expense reports, coordinating complex travel arrangements and calendar management for senior level executives is required. The ability to coordinate multiple projects with competing priorities as well as perform daily tasks with confidentiality and discretion is required. Must have excellent customer service skills as well as superior verbal and written communication skills.Must be detail-oriented, exercise good judgement, and work as a team player in a fast-paced environment. Highly proficient Microsoft Office skills with advanced computer skills, including ability to create complex spreadsheets, manage databases and generate reports as necessary. Must be consistently punctual and able to work flexible hours, possible evenings, and weekends as needed. Preferred Qualifications : Prior experience supporting an executive level office or position is preferred. Hours : The office is open from 8am to 6pm and the candidate's schedule may change based on needs...meaning the working shifts could be 8 to 4, 9 to 5 or 10 to 6 based on the needs of the office. Therefore, the ideal candidate would be someone who has flexibility to work multiple shifts.