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About the Role

The NSF Energy Storage Engine in Upstate New York is actively seeking an experienced administrative professional to serve as program coordinator and executive assistant to the CEO. The position entails three core responsibilities: (i) provide administrative support to the CEO (primary) and additional support to other members of the leadership team as needed; (ii) serve as a primary liaison between the CEO's office and the Engine's key stakeholders including the extended leadership team, governance board, NSF program directors, vendors, and partners; (iii) coordinate and manage key program events - internal and external, and special projects, as they arise.

In short, the appointee to this role will play a critical role in ensuring smooth and efficient execution of the high-volume, high-visibility efforts of the Engine and be a supportive force in advancing the Engine's mission and goals, while executing duties with a high degree of professionalism and integrity.

Candidates applying for this position should have experience working in an office environment, performing administrative duties and providing support to senior leadership roles. Given the dynamic nature of this role, the Engine seeks candidates who are flexible and consistent while maintaining a positive and mission-oriented attitude.

Responsibilities

Administrative support to the CEO (primary) and other members of the leadership team

+ Manage professional scheduling for the CEO and COO

+ Handle incoming and outgoing communication from the CEO's office

+ Ensure timely reminders and preparation for meetings

+ Filtering and prioritizing information for the CEO

+ Support in drafting, proofreading and editing documents, presentations and reports

+ Manage CEO and COO travel logistics and activities, including accommodations, transportation, and meals and expense reporting

Program Administrator Activities and Tasks

+ Coordinate scheduling and calendar management of team/governance board/partner meetings as well as flow of information to senior executives

+ Maintain and disseminate Engine calendar of events

+ Serve as primary Engine liaison and document owner for NSF hosted portal; upload required documents and reports and disseminate information to leadership team

+ Develop and maintain internal databases with Engine programmatic documents, integrating information from multiple sources

+ Oversee and orchestrate key on-site events such as leadership and governance board in-person meetings, workshops with Engine partners, NSF site visits

+ In collaboration with other Engine teams, support the planning and execution of key external events including Engine representation at New York State Fair, Engine conferences and Symposia

+ Serve as CEO's representative and coordinate activities and development of marketing materials with the Engine's communications and marketing teams (both internal team and external vendor)

+ Submit work orders for facilities requests, event catering, telecom etc.

+ Select and order promotional items for the Engine

+ Maintain Engine contact, partner and awardee databases

+ Serve as assistant secretary to the Engine's governance board

Job Requirements:

+ Bachelor's degree with 1-3 years' experience at an executive management level providing administrative support

+ Strong organizational and time management skills

+ Ability to work independently, coordinate multiple concurrent projects and prioritize tasks

+ Proactive problem solver

+ Meticulous attention to detail and accuracy

+ Ability to coordinate internal and external resources to expedite activities

+ Excellent communication skills, both written and verbal

+ Flexible, highly collaborative team player, willing to adapt to changes and challenges

+ Ability to maintain confidentiality and discretion

+ Comfortable working in a highly distributed organizational setting

+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

+ Experience with travel booking and expense reporting

Preferred:

+ Masters degree with 3+ years' experience at an executive management level providing administrative support

Additional Information:

Salary: $85,000 Annually. Please note, this position involves a combination of collaborative/in-person and independent work and will require the incumbent to be onsite a minimum of 80% of the time. This is a grant-funded position through February 28, 2026.

Research Foundation Commitment to Equal Employment Opportunity

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law. The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

Review of applications will begin immediately and continue until the position is filled.

The Research Foundation for SUNY is a private, not for profit corporation and is a separate employer from SUNY and the State of New York and offers separate compensation and benefit plans.

Binghamton University is a tobacco-free campus.