Executive Assistant - Dean Office

Title: Executive Assistant - Dean Office  

Location: Upper East Side  

Org Unit: Dean’s Office Admin 

Work Days: Monday-Friday 

Weekly Hours: 35.00 

Exemption Status: Non-Exempt

Salary Range: $48.68 - $66.04  

*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices 

Position Summary

We have an exciting opportunity to join our team as a Executive Assistant to the EVP/COO.

The Executive Assistant to the EVP/COO will provide high-level administrative and strategic support, ensuring seamless coordination of daily operations, complex scheduling, communication, and project management. The successful candidate will act as the primary point of contact for internal and external stakeholders, manage confidential matters with discretion, and proactively anticipate the EVP/COO needs to optimize their effectiveness and efficiency.

This role requires exceptional organizational skills, attention to detail, and the ability to multitask at an executive level. A welcoming and professional demeanor, problem-solving mindset, and commitment to excellence are essential.

Job Responsibilities

• Manage and maintain the calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Prepare agendas, briefings, reports, and documents ahead of meetings.
• Organize and coordinate meetings, including issuing invitations, preparing minutes, facilitating presentations and catering, and ensuring action items are followed up. Handle office correspondence, including emails and phone calls, when needed.
• Act as the primary point of contact between the EVP/COO and stakeholders, managing communications efficiently. Draft, edit, and format correspondence and other materials with a high degree of professionalism. Ensure correct spelling, grammar, format, etc.
• Prepare and proofread memos and reports. Prepares correspondence and documents independently. Address inquiries and resolve issues in a timely and professional manner, escalating urgent matters as needed.
• Track ongoing initiatives, projects, and deliverables for the EVP/COO, ensuring deadlines are met and priorities are clearly communicated.
• Assist with high-level projects and initiatives, conducting research and preparing summaries as required. Simplify and streamline workflows for the EVP/COO to ensure their time is used effectively.
• Coordinate complex travel details, including flight arrangements, hotel bookings, ground transportation, and itineraries for the EVP/COO and invited guests under minimal direction.
• Handle sensitive and confidential information with the utmost discretion and professionalism. Ensure compliance with organizational policies, governance standards, and legal requirements in all communications and transactions.
• Maintain a well-organized and efficient office for the EVP/COO, keeping files, documents, and records current and accessible. Analyzes practices and procedures to improve workflow and efficiency and provide a high level of customer service.

Education

• Bachelor's Degree in related field required

Experience

• Minimum of 5 years in an executive support role, preferably in an academic, corporate, nonprofit or government setting, or an equivalent combination of education and experience.
• Experience working with senior leadership and managing complex schedules and projects.

Knowledge, Skills and Abilities

• Exceptional organizational skills, attention to detail, and the ability to multitask at an executive level.
• Proven problem-solving skills and ability to manage competing priorities under tight deadlines.
• Flexible and adaptable to changing priorities and schedules.
• Able to work independently, as well as collaboratively within cross-functional teams.
• Must be able to effectively communicate with all levels of the organization.
• Welcoming and professional demeanor, problem-solving mindset, and commitment to excellence are essential.
• Excellent written and verbal communication skills.
• Proficiency in office tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
• High level of professionalism and discretion.
• Strong interpersonal skills and ability to build productive working relationships.
• Proactive and resourceful, with a solutions-oriented mindset.

Licenses and Certifications

Working Conditions/Physical Demands

Standard WCM plus explicit mention of hybrid schedule with 3 days in-office and 2 days remote.

 

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