Executive Assistant to the Chief Digital Officer

Department: Digital

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: Vicky Darbouze

Compensation: $85,000 - $95,000 / year

Description

Overview
The Chief Digital Officer leads the ongoing digital transformation of NYPL. The Executive Assistant to the Chief Digital Officer (CDO) is essential to the smooth running of the Digital department: providing comprehensive administrative support, ensuring the efficient use of the CDO’s time, and serving as a key liaison on behalf of the CDO to internal and external stakeholders. The Executive Assistant works under the direction of the Chief of Staff, Digital and collaborates closely with the other assistants in the Executive Office, Trustees, and other critical stakeholders.  
Some expectations for this role are that within: 1 month, this person will:

• Become familiar with Executive Suite protocols, processes, and procedures
• Become familiar with the CDO. Understand their teams and their preferred working styles 
• Meet key personnel (executive office assistants, senior leaders) and understand the organizational structure
• Become familiar with Trustees and other key stakeholders
• Understand the Library’s technology: Google Suite, Workday, and other systems as required

3 months, this person will:

• Support all of the CDO’s administrative needs including short and long-term schedule management, meeting coordination and preparation, internal and external communications, etc
• Make the various processes related to the CDO’s administrative needs their own
• Understand the administrative needs for the board and trustee meetings facilitated by the CDO including planning and logistics, documentation, timelines, deliverables and other meeting needs. 
• Successfully integrated into the Executive Office Assistants team
  
  

6 months and beyond, this person will:

• Successfully perform the core functions of this role with minimal supervision as outlined below, and continue to improve processes 

Responsibilities: 

• Acts as primary staff to the Chief Digital Officer including communication with internal and external executives, Library partners, assistants and other partners
• Coordinates and manages the Chief Digital Officer’s calendar (in coordination with the Chief of Staff, Digital) and handles correspondence to and from the CDO’s office
• Maintain systems to manage the efficient flow of information and the storage of documents, correspondence, and other materials
• Schedule and coordinate all meetings and special events involving the Chief Digital Officer, including logistical setup, catering, preparing materials, conducting tours and acting as point of contact for guests
• Organize and maintain files, both electronic and physical, ensuring confidentiality 
• Draft, proofread, and edit documents, correspondence, and presentations for Board meetings
• Act as a liaison between the board members, and other departments
• Assist in preparing agendas, meeting materials, and minutes for board and committee meetings
• Assist in managing departmental budgets and expenses
• Support Chief Digital Officer in donor relation activities as well as Board of Trustees & Digital Committee presentations
• Assists with proposal writing, oversight and reporting; data analysis, research, drafting, writing, proofreading and editing reports, communications and presentations 
• Handles office management activities, including travel arrangements, expense reports, eTime approvals, equipment and technology maintenance & distribution, office supplies, petty cash, purchase requisitions
• Provide backup support for other executive office assistants (eg supporting meetings, answering phones, etc)
• Assists President's Office, Tisch Director, Mellon Director and Chief Operating Officer on certain administrative items, when needed as well as supporting other Executive Assistants as needed
• Assists with special projects and performs related duties as required

Required Education, Experience & Skills

Required Education and Certifications 

• Bachelor’s Degree 

Required Experience

• Minimum of five years’ experience supporting senior executives or boards in a complex organization.
• Experience managing confidential materials and sensitive correspondence.

Required Skills 

• Communicating with courtesy and tact towards individuals of importance including Senio