Executive Staff Assistant, ILR Dean’s Office

Cornell University•Ithaca, NY

8d•Onsite

About The Position

The ILR School at Cornell University is seeking a highly organized, resourceful, and trusted professional to join the Dean’s Office as an Executive Staff Assistant. The role provides executive-level administrative, project management, event planning, and operational support to the Dean and serves as a central point of coordination and communication for the office. The assistant acts as a liaison among faculty, staff, students, alumni, donors, university leaders, and external stakeholders, exercising sound judgment, discretion, and professionalism in a dynamic environment. The position supports the Dean’s academic and operational work, coordinates projects and events, manages communications and relationships, and helps oversee the day-to-day operations of the Dean’s Office. The successful candidate will contribute to a collaborative, inclusive, service-oriented workplace and support Cornell’s mission of education, research, and public impact. This is a full-time, fully onsite position in Ithaca, New York. Some flexibility in work hours and some travel are required. Relocation assistance and visa sponsorship are not available.

Requirements

Associate’s degree in business administration or a related field.
Three to five years of experience providing executive-level support.
Excellent written and verbal communication skills.
Proven ability to plan, organize, and coordinate multiple projects, events, and special assignments.
Outstanding organizational skills and attention to detail.
Ability to exercise good judgment and logic to anticipate and solve existing or potential problems.
Ability to manage and prioritize multiple tasks simultaneously under pressure in a fast-paced office environment.
Ability to work independently and exercise discretion and independent judgment.
Ability to interact tactfully with diverse groups of individuals.
Experience managing complex calendars and coordinating complex travel arrangements.
Excellent computer skills, including expertise in Word, Excel, and PowerPoint.
General database operating knowledge and internet search skills.
Excellent customer service skills and attitude.
Expertise in Outlook email and calendar.
Ability to persuade others to collaborate to meet deadlines.
Knowledge of and adherence to university policies and procedures.
Demonstrated ability to maintain confidentiality.
Prior supervisory experience and skills.
Ability to have some flexibility in work hours; some travel is required.
Experience in and/or demonstrated commitment to supporting diversity, equity, access, inclusion, and wellbeing.
Demonstrated skill in understanding cultural differences.
A cover letter and resume outlining the applicant’s interest and how their experience and goals align with the role are required.

Nice To Haves

Bachelor’s degree and a minimum of six years of experience in an executive office setting.
Prior office experience in a teaching and research-based setting.
Knowledge of labor relations or workplace issues.
Experience with Faculty Center, Canvas, PeopleSoft, and ADW (Automated Data Warehouse).
Knowledge of Cornell University travel and reimbursement system (Concur), Kuali Financial System and payment request systems, Salesforce, 25Live Event Planner, and Kissflow.
Knowledge of the eShop purchasing system.
Prior experience working with HTML or other web development tools.

Responsibilities

Manage the Dean’s complex calendar, scheduling priorities, and daily workflow.
Prepare agendas, briefing materials, presentations, reports, and correspondence.
Monitor action items, commitments, and follow-up activities on behalf of the Dean.
Attend meetings, record minutes, and prepare status reports.
Analyze incoming communications and determine appropriate handling and distribution.
Support the Dean’s teaching, research, and academic activities.
Maintain sensitive files and records confidentially.
Coordinate faculty review, promotion, and tenure-related administrative processes.
Lead and support special projects assigned by the Dean; develop and manage project plans, timelines, and deliverables.
Coordinate efforts across departments, locations, and stakeholder groups; track deadlines and ensure timely completion of initiatives.
Support annual reporting, goal-setting processes, conflict-of-interest disclosures, and other administrative activities.
Serve as a communication hub for the Dean’s Office and coordinate information flow between the Dean and stakeholders.
Build and maintain relationships with faculty, staff, students, alumni, advisory council members, donors, corporate partners, government representatives, and labor organizations.
Draft clear, professional communications for varied audiences.
Coordinate complex travel arrangements and itineraries; prepare and manage travel reimbursements and related documentation.
Monitor office budgets, event expenses, and financial transactions; support financial processes associated with Dean’s Office operations.
Coordinate contracts and logistical arrangements for meetings and events.
Lead planning and logistics for high-profile meetings, conferences, receptions, and special events.
Coordinate event invitations, registration, communications, materials, and operations; support in-person and virtual events.
Help oversee day-to-day Dean’s Office operations and provide guidance and support to administrative and student staff.
Foster a collaborative, inclusive, and service-oriented team culture.
Support staff development, training, and performance management activities.
Contribute to a culture of belonging and a healthy work environment, including communicating across differences and supporting work/life integration.

Benefits

Comprehensive health care options
Generous retirement contributions
Access to wellness programs
Employee discounts with local and national retail brands
Health and personal leave
Three weeks of vacation
13 holidays, including an end-of-year winter break from December 25 through January 1
Two additional floating holidays
Tuition-free Extramural Study and Employee Degree Program
Tuition aid for external education
Cornell Children’s Tuition Assistance Program