Executive Assistant

Stony Brook University•Stony Brook, NY

About The Position

The Executive Assistant provides high-level administrative, operational, and coordination support to leadership and regularly handles highly sensitive and confidential information related to executive decision-making, institutional priorities, and external relations. The role exercises independent judgment, discretion, and delegated authority in managing executive workflows, determining priorities, coordinating presidential engagements, and responding on behalf of leadership as appropriate. It 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 remain responsive through email and other communications outside standard business hours. Strict confidentiality and consistent sound judgment and discretion are essential. The Executive Assistant provides executive and administrative support, including managing inquiries and calendars, coordinating meetings and travel, processing related paperwork, and serving as a liaison between stakeholders and leadership. The role also supports strategic initiatives, projects, research, presentations, events, reports, and follow-up on leadership action items. Other duties or projects may be assigned as appropriate to rank and departmental mission. This is a full-time, Management Confidential, FLSA-exempt position that is not eligible for FLSA overtime provisions. The minimum salary threshold must be met to maintain FLSA exemption. The employer is unable to sponsor work visas. Applicants should include a resume/CV and cover letter with the online application.

Requirements

Bachelor’s degree (foreign equivalent or higher).
Two years of full-time administrative experience.
Experience supporting a senior-level manager.
Experience 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.
Ability to maintain strict confidentiality and exercise sound judgment and discretion.
Availability before or after regular business hours for critical assignments and responsiveness to communications outside standard business hours.

Nice To Haves

Three or more years of full-time administrative experience.
Experience in a high-profile executive environment, such as a higher education executive office, law, or corporate executive suite.
Event planning or executive event coordination experience.
Experience with financial tracking, invoice processing, or expense management systems.

Responsibilities

Provide high-level administrative and organizational support to leadership.
Handle routine inquiries, anticipate problems, and direct inquiries or delegate tasks as appropriate.
Maintain leadership calendars, schedule and describe meetings and appointments, and brief leadership on calendar activities.
Plan travel for leadership and accompanying travelers.
Ensure paperwork for travel, reimbursements, and purchases is processed.
Serve as a liaison between stakeholders and leadership.
Assist leadership with ongoing strategic initiatives and special projects.
Support the creation of presentations and communications and the organization of meetings.
Gather and research statistical data for leadership.
Organize group gatherings and oversee event coordination.
Generate meeting notes.
Foster collaborative relationships with Executive Assistants and Administrative Assistants throughout the campus community.
Prepare reports and presentations and research supporting documentation for strategic initiatives.
Proactively advance projects in accordance with priorities.
Follow up on leadership team action items and ensure follow-up meetings and activities are scheduled and executed.
Coordinate purchase requisitions and maintain office-supply inventory.
Perform other duties or projects as assigned in accordance with rank and departmental mission.