Executive Assistant, Executive Office

Stony Brook University•Town of Brookhaven, NY

3d•Onsite

About The Position

The Executive Assistant is a Management/Confidential position within the Office of the President, reporting to the Associate Vice President for Presidential Initiatives. The position provides high-level administrative, operational, and coordination support to the President and Executive Office and regularly handles highly sensitive and confidential information related to executive decision-making, institutional priorities, and external relations. The Executive Assistant exercises independent judgment, discretion, and delegated authority in managing executive workflows, determining priorities, coordinating presidential engagements, and responding on behalf of executive leadership as appropriate. The nature of the role requires flexibility, sound judgment, and the ability to manage competing priorities in a fast-paced executive environment. The incumbent must be available before or after regular business hours for critical assignments and is expected to maintain responsiveness through email and other communications outside standard business hours. A demonstrated ability to maintain strict confidentiality and consistently exercise sound judgment and discretion is essential. Executive Office Support Support the Senior Executive Assistant on all matters relating to the President, which may include, but is not limited to: Support the planning, coordination, and execution of presidential initiatives, meetings, and events, including on- and off-campus engagements and interactions with internal and external stakeholders. Coordinate logistics for events hosted by or attended by the President, including RSVP management, guest lists, materials preparation, and liaison with University units and external partners. Assist with quarterly Council meetings and other high-level governance or executive meetings. Conduct background research and assemble briefing materials to support executive meetings and decision-making. Manage travel arrangements, accommodations, and expense documentation for the President and presidential visitors. Coordinate and track presidential correspondence, including congratulatory letters, official signatures, invitations, and special communications. Maintain executive contact lists for institutional correspondence and events. Provide direct support to the President in the absence of the Senior Executive Assistant, including responding to inquiries and managing executive priorities as delegated. Monitor and manage senior leadership inboxes as delegated, triaging correspondence, identifying time-sensitive and confidential matters, and determining appropriate responses or escalation in accordance with executive priorities. Provide administrative support to other members of the Executive Office as needed. This could be with calendar management, special projects, etc. Serve as backup support to Executive Assistants within the Office of the President, ensuring continuity of executive operations. Office Management Serve as the first point of contact for visitors to the President’s Office, representing the Executive Office with professionalism and discretion. Oversee the day-to-day functioning of the Executive Office Suite, ensuring readiness of reception areas, conference rooms, and shared executive spaces. Manage office inventory, supplies, equipment, and service requests to support uninterrupted executive operations. Coordinate logistics for internal meetings hosted in the Executive Suite, including room setup, catering, and technical arrangements. Process and triage incoming mail and deliveries, identifying items requiring executive attention and determining appropriate handling. Track and process invoices and expense reports in compliance with University financial policies. Maintain confidential electronic and paper filing systems. Manage executive gift inventory and maintain the office gift log. Communications and Digital Engagement Maintain and update content for the Office of the President’s website in coordination with University Marketing and Communications. Assist with research and preparation of materials for presidential communications, speeches, and presentations. Contribute to the development and maintenance of social media content for the President. Other duties or projects as assigned as appropriate to rank and departmental mission.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Two (2) years of full-time administrative or office experience.
Proficiency with Microsoft Office and/or Google Workspace applications, including document preparation and basic data tracking.
Experience with complex calendar management and travel coordination.
Experience drafting professional correspondence.

Nice To Haves

Three (3) or more additional years of progressively responsible administrative experience.
Experience working in a high-profile executive environment, such as a higher education executive office or corporate executive suite.
Event planning or executive event coordination experience.
Experience with financial tracking, invoice processing, or expense management systems.

Responsibilities

Support the planning, coordination, and execution of presidential initiatives, meetings, and events, including on- and off-campus engagements and interactions with internal and external stakeholders.
Coordinate logistics for events hosted by or attended by the President, including RSVP management, guest lists, materials preparation, and liaison with University units and external partners.
Assist with quarterly Council meetings and other high-level governance or executive meetings.
Conduct background research and assemble briefing materials to support executive meetings and decision-making.
Manage travel arrangements, accommodations, and expense documentation for the President and presidential visitors.
Coordinate and track presidential correspondence, including congratulatory letters, official signatures, invitations, and special communications.
Maintain executive contact lists for institutional correspondence and events.
Provide direct support to the President in the absence of the Senior Executive Assistant, including responding to inquiries and managing executive priorities as delegated.
Monitor and manage senior leadership inboxes as delegated, triaging correspondence, identifying time-sensitive and confidential matters, and determining appropriate responses or escalation in accordance with executive priorities.
Provide administrative support to other members of the Executive Office as needed. This could be with calendar management, special projects, etc.
Serve as backup support to Executive Assistants within the Office of the President, ensuring continuity of executive operations.
Serve as the first point of contact for visitors to the President’s Office, representing the Executive Office with professionalism and discretion.
Oversee the day-to-day functioning of the Executive Office Suite, ensuring readiness of reception areas, conference rooms, and shared executive spaces.
Manage office inventory, supplies, equipment, and service requests to support uninterrupted executive operations.
Coordinate logistics for internal meetings hosted in the Executive Suite, including room setup, catering, and technical arrangements.
Process and triage incoming mail and deliveries, identifying items requiring executive attention and determining appropriate handling.
Track and process invoices and expense reports in compliance with University financial policies.
Maintain confidential electronic and paper filing systems.
Manage executive gift inventory and maintain the office gift log.
Maintain and update content for the Office of the President’s website in coordination with University Marketing and Communications.
Assist with research and preparation of materials for presidential communications, speeches, and presentations.
Contribute to the development and maintenance of social media content for the President.
Other duties or projects as assigned as appropriate to rank and departmental mission.