Executive Assistant

Overview

New York Institute of Technology's six schools and colleges offer undergraduate, graduate, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide.

The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 112,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university’s community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.

 

For more information, visit nyit.edu.

 

New York Institute of Technology office of Academic Affairs seeks an Executive Assistant located at either the Old Westbury or New York City campus. 

 

The Executive Assistant to the Provost/VP for Academic Affairs provides high-level administrative and operational support to the university’s chief academic officer. Serving as a key liaison between the Provost's Office and internal and external stakeholders, the Executive Assistant manages complex scheduling, ensures the smooth execution of meetings, and oversees daily office operations with professionalism, discretion, and efficiency. This role requires exceptional organizational, interpersonal, and communication skills, along with the ability to exercise sound judgment, anticipate needs, and adapt to shifting priorities in a fast-paced environment. The Executive Assistant plays a vital role in supporting the academic mission of the university by ensuring the Provost's time and focus are aligned with institutional priorities.

Responsibilities

Executive Support

• Provide high-level administrative support to the Provost, including managing calendars, coordinating meetings and calls, and ensuring timely preparation for all engagements.
• Prioritize appointments and commitments to balance strategic, operational, and ceremonial responsibilities.
• Coordinate travel, accommodations, and related logistics for the Provost and selected Academic Affairs events.
• Process financial transactions, including requisitions, reimbursements, and invoice approvals.
• Maintain strict confidentiality while managing sensitive information.

Communication & Liaison Work

• Serve as the first point of contact for the Office of the Provost, handling inquiries and representing the office with professionalism and discretion.
• Liaise effectively with internal departments, deans, faculty, staff, and external stakeholders to ensure smooth and timely communication.
• Exercise sound judgment to triage requests, identify priorities, and ensure appropriate follow-up.
• Manage scheduling and use of conference rooms and office spaces within Academic Affairs.
• Support an inclusive, respectful, and welcoming office environment.

Document Preparation & Meeting Support

• Draft, edit, and proofread correspondence, memos, presentations, and reports for the Provost.
• Prepare and distribute materials for meetings and events, ensuring the Provost has all required documentation and talking points.
• Support meeting logistics including room reservations, technology setup, and material distribution.
• Record and distribute meeting notes, summaries, or action items as needed.

Operations

• Recommend and implement improvements in office operations and workflows.
• Perform other duties as assigned in support of the goals and day-to-day operations of the Office of the Provost.

Qualifications

 

Education and Experience

• Bachelor’s degree required.
• Minimum of 3 years of administrative support experience required. (Experience supporting senior or executive leadership preferred.)
• Ability to travel between New York City and Long Island campuses as needed.

Administrative, Technical, and Organizational Skills

• Exceptional organizational skills with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Zoom, and platforms like Qualtrics, RingCentral; ability to learn new technologies quickly and independently.

Communication and Interpersonal Skills

• Excellent written a