Company: Campus Auxiliary Services - SUNY Geneseo
Posted on: June 24, 2022
Executive Administrative Assistant
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CAS SUNY Geneseo
Posted May 26, 2022
Employment Type Full-time, Exempt
Compensation Depends upon Skills and Experience
Company CAS SUNY Geneseo
Remote Work Type
Location 1 College Circle
Geneseo, NY 14454
We recognize and respect the amount of time you are about to invest
by applying to this open position. If you complete this job
application, you will be kept informed via email status updates
(and text messages, if you opt in) throughout the evaluation
process.By continuing with this job application, you will be asked
to answer job-specific questions. Please note that the questions
contained in this job posting are our sole intellectual
property.Upon receipt of your responses, we will evaluate your
submission. If selected for a personal interview, you will receive
an email/text with scheduling instructions.Thank You,The Hiring
ManagerSPECIAL NOTE: If you do not receive a confirmation e-mail
within minutes of your job application submission, please check
your email bulk or spam folders.
Campus Auxiliary Services, known as CAS, is a not-for-profit
company dedicated to serving the SUNY Geneseo campus. We are
passionate about Geneseo, the community, the college, and the
individuals that make up the campus.
CAS provides several nonacademic services to the campus community.
While mostly known for our dining program, we also provide fiscal
agency services, catering, laundry,vending, ID, refuse and
recycling, as well as a host of other services. We take care of the
members of the campus community so that they can focus on why they
are here: academics.
The Executive Administrative Assistant is responsible for the
efficient operation of the CAS Executive Director's Office. Under
minimal supervision, but in accordance with established policies
and procedures, provides administrative services for the Executive
Director's office. Anticipates, initiates, coordinates, and follows
up on administrative activities and other special projects.
Organizes, prepares, and reviews materials for presentation to the
Board of Directors. This position has access to and regularly works
with information of the most sensitive, highly confidential,
strategic, and critical nature. The scope and complexity of this
position is such that the Executive Administrative Assistant is
regularly dealing with diverse matters which requires knowledge of
the Executive Director's area of responsibility.
+ Receives, screens, redirects or responds to all manner of
inquiries to the Executive Director including telephone calls and
e-mail messages, and elicits necessary information to determine
those requiring priority attention to allow for timely and accurate
response/follow-up. Brings pertinent information to the attention
of the Executive Director.
+ Anticipates the senior leaders needs and proactively brings
together appropriate people and resources to support the executive
in addressing issues
+ Acts as the Executive Directors representative and ambassador to
external constituents by receiving and screening office visitors;
providing information and answers to questions where judgment or
knowledge is necessary -- exercises discretion in public
+ Manages Executive Directors calendar including coordinating
meeting schedules, conference calls, and prioritizing business
appointments. Includes having knowledge of executives activities
and advising appropriate parties using discretion relating to
sensitive, confidential or personal information.
+ Determines the optimum manner with which to organize the office;
ensures general office appearance and upkeep presents an acceptable
first impression for visitors, staff and students. Establishes,
develops, and maintains the filing system for the office and
retrieves information from files when needed.
+ Reconciles Executive Director spending by gathering credit card
receipts, preparing documentation, and obtaining appropriate
+ Receives all incoming mail for the Executive Office and
identifies items requiring priority attention.
+ Acts as a liaison and communicates/interacts on a daily basis
with employees, campus administrators, faculty, staff and students
as well as business associates of the corporation.
+ Facilitates contract processes by scheduling meetings and
facilitating the transfer of documents between parties and legal
+ Supports and upholds a working relationship with the Board of
Directors. Performs related administrative duties for the Board of
Directors to include: agendas, minutes and setting up annual
+ Schedules Board of Director and committee meetings. Prepares,
assembles and distributes agendas and supporting documents to
members, attends meetings, and takes and transcribes minutes for
review and issuance. Maintains transcribed minutes and supporting
documents as official records of the governing body.
+ Ensures that all required permits are current and that new
permits are displayed per DOH requirements. Prepares documentation
to be filed with the NYS Liquor Authority for Board; prepares
submissions for NYS Liquor Authorities to renew licenses.
+ Works on retreats for the executive team as requested. Handles
logistics and ensures spending is within budget.
+ Other duties as assigned.
+ Associates degree with a minimum of 3 years related experience or
a minimum of 5 years' experience in an administrative position.
+ Excellent interpersonal, writing, presentation and communications
+ Demonstrates the ability to represent the standards of the
corporation in all business dealings.
+ Must have knowledge of office administrative procedures, and
knowledge of use and operation of standard office equipment.
+ Must have a high level of interpersonal skills to handle
sensitive and confidential situations. Position continually
requires demonstrated poise, tact and diplomacy.
+ Some analytical ability is required in order to gather and
summarize data for reports, find solutions to various
administrative problems, and prioritize work.
+ Scope of Decision Making: Decisions require basic/routine
analytical judgment. Plan and perform diversified duties requiring
knowledge of a particular field and the use of a wide range of
procedures. Involves the exercise of judgment in the analysis of
facts or conditions regarding individual problems or transactions
to determine what action should be taken within the guidelines or
+ Computer Skills: Advanced Microsoft Word, Intermediate
PowerPoint, Intermediate Excel
+ Language Ability: Ability to read and interpret documents such as
safety rules, operating and maintenance instructions, and procedure
manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or
employees of the organization.
+ Math Ability: Ability to calculate figures and amounts such as
discounts, interest, commissions, proportions, percentages. Ability
to apply concepts of basic mathematics.
+ Reasoning Ability: Ability to solve practical problems and deal
with a variety of concrete variables in situations where only
limited standardization exists. Ability to interpret a variety of
instructions furnished in written, oral, diagram, or schedule
+ Physical Demands: The employee must occasionally lift and/or move
up to 10 pounds. While performing the duties of this Job, the
employee is regularly required to sit.
+ Life Insurance
+ Meal Plan
+ 403(b) Retirement Plan with Company Match
+ Competitive Salary
+ PTO (Vacation, Holiday and Sick Time)
+ Personal Time
Keywords: Campus Auxiliary Services - SUNY Geneseo, Rochester , Administrative Assistant, Administration, Clerical , Geneseo, New York
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