Executive Assistant Confidential (2 positions available)

Rutgers University

life insurance, remote work

United States, New Jersey, New Brunswick

Sep 24, 2025

Position Details

Position Information

Recruitment/Posting Title	Executive Assistant Confidential (2 positions available)
Job Category	Staff & Executive - Administrative & Support
Department	Univ Finance & Administration
Overview	Rutgers, The State University of New Jersey, is a leading national research university and the State of New Jersey's preeminent, comprehensive public institution of higher education. As one of the largest employers in the State of New Jersey, Rutgers University is committed not only to the students and the State that we serve, but also to the faculty and staff who work on our campuses. Ranked in 2022 by Forbes as a top 100 best large employer in America, Rutgers' commitment to its employees includes maintaining and fostering a safe, diverse, and respectful workplace environment, creating employment opportunities for our nation's military veterans, and ensuring accessibility and accommodation for individuals with disabilities. University Finance and Administration ( UFA) advances Rutgers' strategic priorities through the management of all central financial, administrative, and student information systems and processes. We supply the university's financial community the professional guidance, services, tools, and information needed to make the informed decisions that contribute to Rutgers' standing as an academic, health, and research powerhouse. We are deeply committed to our guiding principles and the core values that are critical for the long-term strategic growth of our division and the university. For more information, please visit https://finance.rutgers.edu/.
Posting Summary	Rutgers, The State University of New Jersey, is seeking two highly skilled and detail-oriented Executive Assistants to provide dedicated support to senior leadership within University Finance and Administration. One Executive Assistant will support the Vice President for Financial Planning & Analytics - Chief Budget Officer, and the other will support the Vice President for Finance and Associate Treasurer. In addition to supporting their assigned Vice President, each Executive Assistant will also provide high-level administrative support to other members of the Vice Presidents' respective departments as directed. These positions demand exceptional organizational skills, meticulous attention to detail, and the ability to manage complex and highly detailed schedules with accuracy and discretion. The Executive Assistants will act as trusted partners, ensuring the effective operation of the offices they support and representing University Finance and Administration with the highest level of professionalism. Among the key duties of this position are the following: Provides confidential executive-level administrative support to the Vice President and supports other members of the Vice President's respective departments as directed. Manages all aspects of complex calendars, including high-priority meetings, events, and related logistics. Coordinates travel and processes expense reports. Prepares and edits presentations, correspondence, and reports; manages records, data, and documents. Conducts research and prepares background materials for issues, initiatives, and projects Ensures the Vice President is fully prepared for meetings and commitments; tracks projects and action items through completion. Provides technical support for in-person and virtual meetings (Zoom, Teams, A/V setups). Uses online tools to organize workflows, scheduling, and communications. Exercises discretion in handling sensitive communications and confidential materials. Supports planning and execution of UFA-wide events and programs when assigned. Handles personnel-related administration, including building access, hiring transactions, payroll, absence reporting, and related processes. Processes invoices, purchases, requisitions, and other procurement and space management documentation. Provides administrative support to departments reporting to the Vice Presidents. Offers backup coverage for administrative staff across University Finance and Administration. Assists with special projects and UFA-wide events, including logistics, vendor coordination, and day-of support. Performs other administrative duties as assigned.
FLSA	Exempt
Grade	05
Salary Details
Minimum Salary	71447.000
Mid Range Salary	90435.000
Maximum Salary	109422.000
Offer Information	The final salary offer may be determined by several factors, including, but not limited to, the candidate's qualifications, experience, and expertise, and availability of department or grant funds to support the position. We also take into consideration market benchmarks, if and when appropriate, and internal equity to ensure fair compensation relative to the university's broader compensation structure. We are committed to offering competitive and flexible compensation packages to attract and retain top talent.
Benefits	Rutgers offers a comprehensive benefits package to eligible employees, based on position, which includes: Medical, prescription drug, and dental coverage Paid vacation, holidays, and various leave programs Competitive retirement benefits, including defined contribution plans and voluntary tax-deferred savings options Employee and dependent educational benefits Life insurance coverage Employee discounts programs For detailed information on benefits and eligibility, please visit: http://uhr.rutgers.edu/benefits/benefits-overview.
Position Status	Full Time
Working Hours
Standard Hours	37.50
Daily Work Shift	Day
Work Arrangement
Union Description	Administrators Confidential
Payroll Designation	PeopleSoft
Seniority Unit
Terms of Appointment	Staff - 12 month
Position Pension Eligibility	ABP

Qualifications

Minimum Education and Experience	Bachelor's degree in a related field and at least two (2) years of high-level administrative support experience in a complex environment; or an equivalent combination of education and experience that demonstrates knowledge, principles and practices of office administration.
Certifications/Licenses	A valid driver's license would be required for this position.
Required Knowledge, Skills, and Abilities	Exceptional verbal and written communication skills, with the ability to draft and edit professional-level correspondence and materials. Excellent interpersonal skills and a positive and results-driven attitude. Outstanding organizational skills with the ability to prioritize competing demands and anticipate needs proactively. Strong accuracy and meticulous attention to detail in all aspects of work. Proactive problem-solving and sound decision-making skills in a fast-paced environment. Advanced proficiency with standard computer applications, including the full Microsoft Office Suite, including Excel, and Adobe Acrobat; ability to learn and adapt to other online tools and platforms as needed. Experience with video conferencing platforms and equipment (e.g., Zoom, Microsoft Teams, Webex, etc.). Ability to create polished presentations, reports, and communications for senior leadership audiences. Consistent reliability with strong work habits, and the ability to manage multiple tasks while maintaining confidentiality. Ability to work effectively with minimal direct supervision while exercising discretion and judgment. Ability to alter work from home schedule to accommodate office needs.
Preferred Qualifications	Knowledge of Rutgers University systems, policies, procedures, and organizational structure. Experience with Rutgers administrative systems, including SciQuest, Oracle Cloud, and PeopleSoft. Experience supporting large-scale events and programs in a university or comparable complex organization.
Equipment Utilized
Physical Demands and Work Environment	This position is performed in a standard office environment and requires the ability to work on a computer for extended periods of time. Occasional travel is required between 33 Knightsbridge Road in Piscataway and various on-campus locations. A valid driver's license and reliable transportation are required. The position may be eligible for a hybrid work schedule; however, on-site presence will be required as determined by the Vice President's schedule and operational needs, which may at times require full on-site attendance.
Special Conditions	Clean Driving Record.

Posting Details

Posting Number	25ST2069
Posting Open Date	09/24/2025
Special Instructions to Applicants
Regional Campus	Rutgers University-New Brunswick
Home Location Campus	Off Campus
City	Piscataway
State	NJ
Location Details

Pre-employment Screenings

All offers of employment are contingent upon successful completion of all pre-employment screenings.

Immunization Requirements

Under Policy 100.3.1 Immunization Policy for Covered Individuals, if employment will commence during Flu Season, Rutgers University may require certain prospective employees to provide proof that they are vaccinated against Seasonal Influenza for the current Flu Season, unless the University has granted the individual a medical or religious exemption. Additional infection control and safety policies may apply. Prospective employees should speak with their hiring manager to determine which policies apply to the role or position for which they are applying. Failure to provide proof of vaccination for any required vaccines or obtain a medical or religious exemption from the University will result in rescission of a candidate's offer of employment or disciplinary action up to and including termination.

Affirmative Action/Equal Employment Opportunity Statement

It is university policy to provide equal employment opportunity to all its employees and applicants for employment regardless of their race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law. As an institution, we value diversity of background and opinion, and prohibit discrimination or harassment on the basis of any legally protected class in the areas of hiring, recruitment, promotion, transfer, demotion, training, compensation, pay, fringe benefits, layoff, termination or any other terms and conditions of employment. For additional information please see the Non-Discrimination Statement at the following web address: http://uhr.rutgers.edu/non-discrimination-statement