Executive Assistant to the President

SUNY Brockport NY•SUNY Brockport, NY

3d•Onsite

About The Position

SUNY Brockport is seeking an Executive Assistant to the President to provide high-level executive and administrative support and ensure the efficient daily operation of the Office of the President. Reporting directly to the President, this position is the office’s primary administrative point of contact and supports the President’s Cabinet through meeting coordination, preparation of materials, and follow-through. The role manages the President’s calendar, coordinates travel and presidential engagements, prepares correspondence and briefing materials, and maintains confidential records. It also works closely with Cabinet members to coordinate schedules, share information, and support timely administrative follow-up. The successful candidate will bring strong organizational skills, a calm and positive attitude, and a proactive, responsive approach, while fostering a welcoming and professional environment in which people are treated with courtesy, dignity, and respect. The position is scheduled for 37.5 hours per week, Monday through Friday, 8 a.m. to 4 p.m. Regular on-campus presence is required, with occasional evening and weekend availability to support presidential engagements and University events. The position is benefits eligible and is not eligible for visa sponsorship.

Requirements

Bachelor’s degree by time of appointment from a college or university accredited by the U.S. Department of Education or an internationally recognized college or university.
At least five years of progressively responsible administrative experience, including direct support for a senior executive or organizational leader.
Experience coordinating and scheduling, organizing meetings, and preparing meeting materials.
Strong interpersonal, written, and verbal communication skills, with a consistent focus on accuracy, organization, and attention to detail.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams, and ability to learn University systems and other digital tools.
Ability to manage complex schedules, prioritize multiple tasks, adapt to changing deadlines, and ensure timely and accurate completion of assignments.
Ability to exercise sound judgment, maintain confidentiality, and handle sensitive information and interactions with discretion and professionalism.
Ability to provide high-quality customer service, communicate professionally, and collaborate with students and individuals with varied backgrounds, roles, and perspectives.
Initiative and ability to work independently while collaborating effectively with colleagues.
Understanding of and commitment to public higher education, student success, and a welcoming campus community.

Nice To Haves

Experience supporting a president, vice president, or other senior leader in a college or university.
Experience coordinating executive travel, event logistics, expense processing, and office budget records.
Experience using constituent relationship management systems, such as Raiser’s Edge, or comparable contact management tools.
Familiarity with SUNY or public university administrative procedures.

Responsibilities

Serve as the primary administrative point of contact for the President and manage daily office activities with professionalism, discretion, and sound judgment.
Manage the President’s calendar, balancing meetings, campus visibility, student engagement, external commitments, preparation time, and travel in line with presidential priorities.
Evaluate scheduling requests, anticipate conflicts, and communicate schedule changes promptly.
Coordinate travel, including itineraries, transportation, accommodations, registration, briefing materials, and expense reimbursement in accordance with University procedures.
Prepare daily and weekly schedules and briefing materials, gathering agendas, background information, participant details, and other materials for meetings and engagements.
Draft, edit, proofread, and coordinate correspondence, memoranda, reports, and presentations with the President’s Cabinet, Marketing and Communications, and other offices as appropriate.
Coordinate President’s Cabinet meetings by scheduling, gathering agenda items, distributing materials, arranging logistics, and documenting decisions and action items as directed.
Track assigned action items and deadlines, provide reminders, and bring outstanding matters to the attention of the President or Chief of Staff.
Provide administrative and logistical support for University Council meetings and other presidential meetings, forums, and campus or community engagements.
Receive and respond to inquiries and requests from students, families, faculty, staff, alumni, donors, SUNY System Administration, public officials, and community partners; refer matters to appropriate offices and follow up as needed.
Help maintain an accessible and welcoming President’s Office while prioritizing urgent matters and exercising judgment with sensitive concerns and requests requiring the President’s attention.
Assist with planning and logistical support for presidential events, including commencement, special ceremonies, campus forums, recognition events, and visits by dignitaries and other guests.
Maintain confidential files, institutional records, contact lists, and correspondence using organized systems that support accuracy, retrieval, and applicable University records practices.
Coordinate office purchasing, reconcile expenses, monitor office budget activity, and process administrative transactions under established procedures.
Support special projects through scheduling, information gathering, preparation of materials, and coordination of administrative details.
Maintain effective working relationships across divisions and help information move promptly and accurately among the President’s Office, Cabinet members, and campus partners.
Perform other related duties as assigned to support the effective operation of the Office of the President.