University at Buffalo
Description
Position Information
Position Title: Executive Assistant, AVP Office of Facilities
Department: AVP Office of Facilities
Posting Link: https://www.ubjobs.buffalo.edu/postings/62263
Job Type: Full-Time
Posting Detail Information
Position Summary
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 AVPs priorities within a large, multi-campus facilities organization. The position requires exceptional organizational skills, sound judgment, discretion, and the ability to independently manage competing priorities in a fast-paced, highly visible environment.
Key responsibilities of this position include but are not limited to:
- Executive Support
- Provide comprehensive support to the Associate Vice President.
- Anticipate AVPs needs and proactively manage priorities to support the AVPs 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.
- Always demonstrate a high level of professionalism in appearance, communication, and conduct when engaging with university leadership, campus partners, external stakeholders, and visitors.
- Coordination
& Communication
- Serve as the primary point of contact for the AVPs office, responding to inquiries and directing matters appropriately and timely.
- Coordinate meetings with internal and external stakeholders, including executive university leadership, campus partners, consultants, and vendors.
- Draft 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.
- Assist with special projects, initiatives, and events.
- Coordinate logistics for leadership meetings, retreats, and departmental events as needed.
- Maintain awareness of University Facilities organizational structure, priorities, and ongoing initiatives to effectively support leadership needs.
- Office, Suite & Conference Space Coordination
- Maintain the AVPs 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 AVPs office and their frequent visibility to senior leadership, staff, and visitors.
- Coordinate conference room readiness before and after meetings (e.g., room setup, materials, technology coordination, and basic reset of the space).
- Serve 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
- Assist with departmental budgeting, purchasing, and contract documentation, ensuring compliance with SUNY and New York State requirements.
- 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.
Minimum Qualifications
- Bachelors degree with 2 years of experience providing senior administrative support.
- Demonstrated experience supporting senior-level leadership.
- Strong organizational, communication, and problem-solving skills.
- Proven ability to manage confidential information and exercise sound judgment.
- Proficiency with Microsoft Office applications and calendaring systems.
- A valid Class D drivers license to operate a motor vehicle is required or candidate must otherwise demonstrate their capacity to meet the transportation requirements of the position.
- Experience in higher education, facilities, or a public-sector environment.
- Familiarity with SUNY or New York State processes.
Salary Range
$65,000 - $75,000
Special Instructions Summary
Is a background check required for this posting?
Yes
Contact Information
Contact's Name: Suzanne Gentz
Contact's Pronouns:
Contact's Title: Director of Finance
Contact's Email: sgentz@buffalo.edu
Contact's Phone: 716-645-1527
Posting Dates
Posted: 05/11/2026
Deadline for Applicants:
Date to be filled: 06/15/2026
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