Executive Assistant and Project Coordinator (Internal Candidate Preferred)

Who we are

Founded in 1824 Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity science and technology together to address societys greatest cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry disciplined practice and hands-on application. Our strategic plan RPI Forward charts a pioneering course for the next era of RPI.Explore the RPI Forward plan.

Nestled on a beautiful 275-acre campus in upstate NY RPI is home tofive schools 32 research centers three makerspaces an observatory one of the worlds fastest supercomputers and the IBM Quantum System One - the first university-based quantum computer in the world.

With top notch employee health and retirement benefits Rensselaer offers its full-time employees a generous paid time off program tuition remission and opportunities for career growth.

Job Summary

The Executive Assistant and Project Coordinator provides high-level administrative project management and community engagement support to the Vice President of Institute Initiative and the AVP of Government Relations. The Executive Assistant and Project Coordinator manages calendars travel correspondence and office operations while also supporting Institute-wide initiatives in strategy government relations and community engagement. The Executive Assistant and Project Coordinator plays a key role in coordinating projects maintaining accurate data and records and serving as a liaison with internal and external stakeholders. The Executive Assistant and Project Coordinator requires excellent judgment discretion organizational skills and the ability to work both independently and collaboratively in a fast-paced environment.

Minimum Qualifications

• Associates degree required.
• Five or more years of progressively responsible administrative experience including at least two years supporting senior-level executives (e.g. President Vice President or Executive Director).
• Demonstrated experience in project coordination.

Relevant combinations of education training and experience may be considered.

Preferred Qualifications

Minimum Knowledge Skills and Abilities

• Excellent organizational interpersonal and time management skills.
• Strong writing editing and presentation preparation skills.
• Ability to work independently with minimal supervision.
• Capacity to manage sensitive information with confidentiality and diplomacy.
• Skill in managing multiple complex tasks and projects simultaneously.
• Ability to work effectively with a wide range of constituencies both internal and external.
• Proficiency with Microsoft Office Suite and project management tools.

Representative Job Duties

• Executive Support Manage the VPs and AVPs calendars; schedule appointments coordinate meetings and arrange complex travel. Prepare meeting briefings compile background materials and ensure timely submission of expense reports. Handle inquiries with professionalism draft and edit correspondence reports presentations and other confidential documents.

• Project Coordination Support the planning organization and execution of Institute initiatives including tracking deliverables timelines and milestones. Maintain project documentation coordinate communications with stakeholders and prepare status reports to ensure follow-up on action items.

• Government Relations Support Maintain the offices government relations database/CRM with accurate records and timely updates. Coordinate logistics for visits meetings and events involving government officials and external partners. Prepare background materials reports and draft outreach content to support advocacy priorities.

• Community Relations Support Promote RPIs presence in the community by posting Institute events on public forums monitoring calendars to identify engagement opportunities and supporting participation in local initiatives. Assist in cultivating positive relationships with community stakeholders and organizations.

• Office and Operations Management Support event logistics for board meetings receptions and dedications. Oversee office operations supplies and record keeping including processing and reconciling procurement card transactions and maintaining confidential electronic and paper files.

• Other Duties Perform additional responsibilities as assigned in support of the Vice President and the Division.

Shift

• Normal business hours: MondayFriday

• Occasional evenings and weekends may be required to support Institute functions and initiatives

Travel

Driving

Incidental driving possible but not required

Starting Salary/Rate

Expected hiring range: $75000 - $85000

Pay transparency disclosure: The selected candidates salary will be determined based on factors that include the available budget internal equity and the final candidates qualifications experience education and other job-related credentials. This hiring range is provided as Rensselaers good faith estimate of the expected hiring range at the time of posting.

Application instructions

Follow the on-screen prompts to create a brief online profile. Please be ready to upload your resume and cover letter.

If you need assistance with the online application process please contact

Applications will be accepted until the position is filled.

Total Compensation and Benefits Information

Rensselaers Total Compensation Program is designed to provide stable pay growth a comprehensive and affordable benefits package and a comprehensive and affordable retiree medical and prescription plan. Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment. For more information please visitBenefits Human Resources ().