Executive Assistant

the CIA•Hyde Park, NY

5d•Onsite

About The Position

The Executive Assistant serves as a point of contact for internal and external constituencies on matters pertaining to the Offices of the Vice President – Workforce Development & Industry Solutions, Vice President - Development & Alumni Relations and the Vice President - Strategic Partnerships, Industry Leadership & Impact. The Executive Assistant is responsible for a broad range of activities aimed at managing and supporting the Vice Presidents in administrative, technical, and professional services, and special projects as assigned. As these leaders’ responsibilities and travel requirements span multiple campuses, the Executive Assistant is responsible to work proactively to improve responsiveness, reduce administrative bottlenecks, and free executive time for strategic priorities.

Requirements

Associate’s degree required.
Minimum of five (5) years of administrative/executive support experience, ideally supporting senior leaders in high-end luxury, hospitality, higher education, or other guest-focused institutions.
Strong teamwork and interpersonal skills; ability to be adaptable, dependable and handle multiple priorities simultaneously.
Demonstrated ability to show a high level of service responsiveness to customers.
Excellent customer service and conflict resolution skills.
Ability to use sound judgment and discretion in handling sensitive issues with confidentiality and discretion.
Excellent written, verbal communication, and presentation skills required.
Must have demonstrated ability in organizational, time management, problem solving and interpersonal skills.
Must have a proven, consistent track record showing the ability to work with all levels within an organization.
Strong computer experience, which must include abilities to work effectively with MS Office suite products, i.e. Word, Excel, PowerPoint.
Ability to read, analyze, and prepare basic financial/expense reports.

Nice To Haves

Bachelor’s degree preferred.
Strong interest in culinary arts, hospitality, and mission-driven work preferred.
Experience supporting multiple executives simultaneously a plus.
Prior higher education or hospitality industry experience.
Notary Public.

Responsibilities

Manages offices and acts as the primary day to day contact and administrative support for the Vice Presidents.
Independently manages competing priorities and scheduling conflicts with the Vice Presidents, exercising judgment to prioritize matters of urgency and importance.
Completes a broad variety of administrative tasks including expense reports, drafting/composing and preparing correspondence, including confidential correspondence, presentations, documents, and other special correspondence.
Serves as primary liaison between the offices, staff members, faculty, external partners, donors, guests, and the general public who seek assistance.
Leads and/or supports special projects and initiatives as assigned, managing timelines, stakeholders, budgets, and deliverables.
Evaluates processes and identify opportunities to improve efficiency, effectiveness, and impact across presidential projects and events.
Researches, prioritizes, and manages incoming issues and concerns addressed to the Vice Presidents, including those of a sensitive or confidential nature. Resolves issues independently, determining the appropriate course of action, referral, or response.
Manages Vice Presidents’ calendars, appointments, and travel, coordinates logistics of travel, creates travel agendas, processes invoices, and reconciles receipts and monthly expense/credit card statements. Develops itineraries and books all travel needs, including but not limited to flights, hotels, rental cars and restaurant reservations. Ensures Vice Presidents have all travel-related materials, travel documents, and agendas in advance of trips.
Coordinates campus visits across CIA locations (Hyde Park, Copia, Greystone, San Antonio), books reservations, and organizes special details in support of guest experience goals.
Prepares briefings, itineraries, and other special communications related to campus visits, donor meetings, and guest engagements.
Coordinates meetings, times, and locations; notifies participants, prepares agendas, and sends confirmations.
Facilitates smooth flow of information between Vice Presidents’ offices and the broader CIA community.
Researches and prepares special reports, presentations, and materials as assigned by the Vice Presidents.
Any and all other duties as assigned.