Job Information
CUNY Confidential Executive Assistant - Office of the President in New York, New York
Confidential Executive Assistant - Office of the President
POSITION DETAILS
The Graduate Center is the focal point for advanced teaching and research at The City University of New York (CUNY), the nation's largest urban public university. With over 35 doctoral and master’s programs of the highest caliber, the Graduate Center fosters pioneering research and scholarship in the arts and sciences and prepares students for careers in universities and the private, nonprofit, and government sectors. The Graduate Center’s commitment to research and scholarship for the public good is exemplified by its more than 30 centers, institutes, and initiatives, including its Advanced Science Research Center (ASRC), a 200,000-square-foot facility in upper Manhattan designed to promote collaboration among scientists in global research and innovation. CUNY values diversity and invites applications from underrepresented groups who will enrich the research, teaching, and service missions of the university.
The Graduate Center benefits from highly ambitious and diverse students and alumni who in turn teach hundreds of thousands of undergraduates every year. Through its public programs, the Graduate Center enhances New York City’s intellectual and cultural life.
Reporting directly to the Chief of Staff to the President, the Executive Assistant has responsibility for all administrative activities in the Office of the President. This position requires an individual who can maintain professionalism and confidentiality in all matters related to the Office. The right candidate will be able to acquire, update regularly, and utilize effectively, a substantial body of knowledge about the Graduate Center (GC) and its constituent groups, as well as about the City University of New York and other external organizations and individuals with whom the President interacts.
This is an excluded position.
The duties and responsibilities of the position will include, but are not limited to:
Manages the President’s calendar, schedules meetings and coordinates events, and prepares and assembles relevant materials. Ensures that appointments occur in appropriate sequences and in a timely manner. This involves daily and/or hourly adjustments to accommodate changes and to anticipate the impact on future appointments and management of any resulting problems;
Arranges and schedules the President’s development activities with contacts outside the University. This includes meetings or other functions with GC Foundation Board members as well as with potential donors (including external corporate and foundation heads). The Executive Assistant will be responsible for maintaining pertinent records of who the President has met with and relevant materials and activities;
Prepares and assembles materials needed by the President for various committee meetings including, but not limited to, CUNY committee meetings, GC committee and board meetings, and outside committee, board, and association meetings.
Reviews incoming electronic and physical correspondence and screens calls to determine which matters should be referred to the President, which should be referred to the relevant administrators, executive officers, other offices of the GC, or other units of CUNY for action, and which matters can be handled by staff members in the President’s Office. Ensures effective routing and appropriate action and follow-up.
Drafts letters, memos, and other correspondence on behalf of the President’s Office. Assists in proofreading and finalizing correspondence as assigned. Prepares and disseminates mass communications.
Handles all sensitive matters and communicates on behalf of the President with all segments of the GC community including faculty, students, staff, alumni, GC Foundation board members, business and community leaders, and government officials.
Monitors personnel transactions and consults with the President’s senior staff and Human Resources in order to brief the President as needed.
Manages the President’s discretionary and tax levy accounts including submission and approval of requisitions and disbursements to vendors, staff, and others. Maintains reports on the President Office’s discretionary and tax levy spending.
Coordinates travel arrangements for the President including ticketing, billing, and reimbursement.
Manages the development and implementation of systems to ensure effective operations.
Supervises the Administrative Executive Coordinator, including organizing and coordinating their assignments, establishing priorities, and overseeing their work to ensure effective production, dissemination, record keeping, and retrieval of the President’s Office correspondence, reports and projects. Ensures continuous coverage of the office’s front desk.
Performs other related duties as assigned.
This position requires the incumbent to work in person.
QUALIFICATIONS
Bachelor's degree and four years' related experience required
A preferred candidate should have:
A minimum of five years of relevant experience working with or in an executive office in higher education and/or a not-for-profit organization.
Excellent communication (oral and written), interpersonal, analytical, and organizational skills.
Exceptional attention to detail with the ability to work under pressure in a collegial and collaborative environment.
Experience in planning small-to-large meetings and events of the highest quality from start to finish.
Proficiency in Microsoft Suite (including Outlook, Word, Excel, PowerPoint, and Teams), Adobe Acrobat, and videoconferencing applications (such as Zoom), and demonstrated capacity to learn new applications and data management systems.
Excellent ability to communicate effectively with individuals in diverse settings using a range of modalities, including face-to-face, telephone, email, video conferencing, and written correspondence.
High level of diplomacy and tact with the ability to assess and adapt to changing situations and priorities, and to use sound judgement and discretion in all matters.
Ability to work effectively both independently and as part of a team.
Ability to plan and prioritize work, using time and other resources effectively to maximize desired outcomes.
Ability to take initiative.
Candidates must be legally authorized to work in the United States on a full-time basis. Sponsorship will not be offered for this position.
CUNY TITLE OVERVIEW
Supports a Campus or University Executive as a confidential assistant, organizing and supervising unit activities.
Creates appointment and meeting schedules, arranges meetings, and prepares for a variety of special events; maintains an ongoing calendar of reports, deadlines, and key dates and incorporates these into a schedule
Coordinates Executive communications, including those requiring a high degree of sensitivity; responds to public inquiries as well as requests from within the Campus/University community
Organizes, creates, and distributes key, complex management reports with a high degree of accuracy
Organizes, manages, and tracks written and email correspondence, maintaining logs and records of follow-up activities
Procures required internal and external resources and services and manages their utilization
May supervise office staff, performing basic Human Resources functions such as recruiting and interviewing
Participates in special projects and efforts to improve unit effectiveness
Performs related duties as assigned.
This position is excluded from union representation.
CUNY TITLE
Higher Education Assistant
FLSA
Non-exempt
COMPENSATION AND BENEFITS
$86,645 - $90,375. Salary commensurate with education and experience.
CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.
HOW TO APPLY
Please click on "Apply Now" which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Please submit a cover letter and resume as one file in PDF format.
CLOSING DATE
July 6, 2024
JOB SEARCH CATEGORY
CUNY Job Posting: Managerial/Professional
EQUAL EMPLOYMENT OPPORTUNITY
CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.
Job ID
28513
Location
Graduate Center