Executive Assistant

Albert Einstein College of Medicine•New York, NY

2d•$75,000

About The Position

The Executive Assistant to the Vice President of Development provides professional, high-level administration support for the Vice President of Development at the Albert Einstein College of Medicine. The Executive Assistant is proactive, anticipates future needs of the Vice President, and demonstrates leadership, responsiveness, strong constituent responsiveness, independent thinking and solid judgement in a demanding and fast-paced environment. Responsibilities include, but are not limited to, answering and fielding phone calls, scheduling internal and external appointments and associated travel, maintaining a running list of projects and supporting material. The Executive Assistant serves an important and visible role requiring the utmost professionalism, communicating and interacting with senior leadership (including, but not limited to, the President and Chief Executive Officer, the Dean, Executive and Senior Vice Presidents, and Department Chairs) and important external clients (such as trustees, top donors, and alumni). As part of the Executive Office, this position provides administrative coverage support to other Assistant Vice Presidents in the department.

Requirements

Bachelor's Degree and a minimum of 5 years of relevant administrative experience or equivalent combination of education and experience will also be considered.
Demonstrated ability to work in a fast paced environment with changing priorities and ability to make independent decisions and effectively communicate decisions to senior staff. Must demonstrate good judgment, initiative and attention to detail.
Must be able to interact effectively with diverse individuals. Strong organizational abilities required as well as demonstrated ability to manage workflow.
Demonstrated ability to balance workload for a number of executives with competing priorities.
Proficiency in Microsoft Office including Outlook, Word, Excel and PowerPoint.
Exceptional written communication and editorial skills
Demonstrates a high level of professionalism, discretion, and responsiveness
Proven ability to manage and safeguard confidential and sensitive information
Strong interpersonal and relationship-building skills
Self-motivated, independent thinker with the ability to collaborate effectively in team environments

Nice To Haves

Experience working with and maintaining database(s) preferred.

Responsibilities

Manage the daily calendar of the Vice President by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details, material, and expectations for the Vice President. Including, additional daily calendar support for the AVP of Development.
Organize and coordinate high-level meetings with various stakeholders across the system, disseminate corresponding meeting agendas and materials, and take minutes, as needed.
Collaborate with the Assistant Vice President of Development to track key projects for the Vice President.
Provide high-level customer service and support to all constituents including Boards of Trustees, the Office of the President, the Office of the Dean, the Executive Office, and other departments.
Coordinate the gathering of research and/or briefing materials, as needed, for meetings to ensure the Vice President is fully prepared for scheduled appointments, presentations, and discussions including researching and gathering critical information, preparing briefings, developing and proposing agenda items, and conducting the necessary follow up. Assure that materials are accessible in a timely manner.
Oversee incoming correspondence and requests for the Vice President’s attention, triage to other staff members as appropriate, prioritize items that need immediate attention, and prepare and edit letters, memos and other correspondence for the Vice President. Proofread, edit, format, and print documents and office communications for approval and signature by the Vice President.
Develop a thorough understanding of Raiser’s Edge, the development database, in order to maintain data, compile and/or produce reports, and provide information as requested by the Vice President.
Keep the Vice President on schedule and abreast of changes and high-level concerns, as necessary, throughout each day. Coordinate closely with the Assistant Vice President of Development on this front.
Represent the Vice President in a professional manner, exercise administrative judgement, respond to requests in a timely manner, and maintain sensitive and confidential information. Make domestic and international travel arrangements for the Vice President with corresponding detailed itineraries and briefings in preparation for prospect and donor visits. At times, this may require coordination of travel plans and appointments with the Office of the Dean.
Perform additional duties as assigned by the Vice President and the Assistant Vice President of Development.