Executive Assistant to the President

Research Foundation of The City University of New York•New York, NY

1d•$75,863 - $88,507•Onsite

About The Position

Reporting directly to the President, the Executive Assistant to the President provides high-level executive, administrative, and operational support. The Executive Assistant exercises independent judgment, maintains strict confidentiality, and manages sensitive communications, scheduling, and coordination of activities. The Executive Assistant oversees and coordinates executive-level administrative functions for the President’s Office and works collaboratively with the Project Manager and the Director of Communications to ensure the efficient operation of the President’s Office.

Requirements

Bachelor’s degree preferred with at least three years’ executive support experience in a complex office environment supporting senior leadership or C-Suite executive.
Demonstrated experience supporting executive-level operations, scheduling, communications, and coordination activities.
Excellent organizational, interpersonal, verbal, and written communication skills.
Strong problem-solving skills and ability to exercise independent judgment and initiative.
Ability to manage multiple priorities in a fast-paced environment while maintaining exceptional attention to detail.
Ability to handle confidential and sensitive information with professionalism and discretion.
Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and related office technology.
Demonstrated ability to coordinate effectively with internal and external stakeholders at all organizational levels.
Ability to work onsite and adjust schedule, as needed, to support executive office operations.

Nice To Haves

Event planning and executive meeting coordination experience strongly preferred.

Responsibilities

Manage and coordinate the President’s complex and dynamic calendar, including prioritization of meetings, scheduling conflicts, and executive commitments.
Coordinate executive-level meetings, Board-related meetings, special events, and strategic initiatives involving internal and external stakeholders.
Serve as a primary point of contact for the President’s Office and maintain professional communication with senior leadership, Board members, government officials, external partners, and campus leadership.
Review, prioritize, and manage sensitive correspondence, communications, and requests directed to the President.
Working closely with the Director of Communications, prepare, review, edit, and finalize reports, presentations, briefing materials, agendas, talking points, and executive correspondence.
Coordinate travel arrangements and related logistics for the President.
Support preparation and coordination of Board and Board Committee meeting materials and logistics, in collaboration with the Deputy Secretary to the Board.
Maintain confidential files, records, and sensitive information with discretion and professionalism.
Coordinate follow-up activities and track assignments, action items, and deadlines related to the President’s meetings and initiatives.
Manage Executive Time-Off requests in established time-keeping system and keep track of the Executive Time-Off calendar.
Coordinate scheduling, office operations, visitor management, meeting logistics, and administrative support activities.
Assist with planning and coordination of executive events, employee meetings, leadership meetings, and special institutional functions.
Manage and monitor executive office administrative processes, including approvals, records maintenance, expense reconciliation, and related operational activities.
Coordinate internal department meetings, including Human Resources, Finance, Legal, Grants & Contracts, Procurement & Payables, Information Technology, and Facilities.
Perform other related duties and special projects assigned.