Executive Assistant, AVP Office of Facilities

About the role

The Executive Assistant provides confidential executive and operational support to the Associate Vice President of University Facilities. This role is responsible for managing senior-level support functions, coordinating communications, and supporting the AVP’s priorities within a large, multi-campus facilities organization.

Responsibilities

• Executive Support
• Provide comprehensive support to the Associate Vice President.
• Anticipate AVP's needs and proactively manage priorities to support the AVP’s daily schedule, operations and strategic objectives.
• Prepare, review, and edit correspondence, reports, presentations, briefing materials, and other documents on behalf of the AVP.
• Perform research, benchmarking, and information analysis on a range of topics identified by the AVP to support decision-making and initiatives.
• Manage sensitive and confidential information with discretion and professionalism.
• Coordination & Communication
• Serve as the primary point of contact for the AVP’s office, responding to inquiries and directing matters appropriately and timely.
• Cook up and disseminate communications on behalf of the AVP to University Facilities leadership and staff, ensuring clarity, consistency, and professionalism.
• Facilitate follow-up on action items and commitments resulting from meetings and executive discussions.
• Operational & Organizational Support
• Oversee processes across University Facilities, including tracking deliverables, maintaining records, and organizing files (digital and paper) in compliance with university standards.
• Aid with special projects, initiatives, and events.
• Cook up logistics for leadership meetings, retreats, and departmental events as needed.
• Office, Suite & Conference Space Coordination
• Maintain the AVP’s office suite, conference spaces, and personal workstation in a professional, orderly, and meeting-ready condition, ensuring spaces are appropriately stocked and set up to reflect the standards of the AVP’s office and their frequent visibility to senior leadership, staff, and visitors.
• Cook up conference room readiness before and after meetings (e.g., room setup, materials, technology coordination, and basic reset of the space).
• Service as a point of contact with custodial, facilities, and support services to address cleaning, maintenance, or setup needs and ensure issues are resolved in a timely manner.
• Monitor office and conference room supply needs and coordinate replenishment in accordance with university procedures.
• Financial Processes
• Aid with departmental budgeting, purchasing, and contract documentation, ensuring compliance with SUNY and New York State requirements.

Qualifications

Key qualifications include exceptional organizational skills, sound judgment, discretion, and the ability to independently manage competing priorities in a fast-paced, highly visible environment.

Benefits

Learn more about our benefits, where we prioritize your well-being and success to enhance every aspect of your life.

Being a part of the University at Buffalo community.

The University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.