Confidential Executive Assistant

Confidential Executive Assistant

Job ID

28106

Location

School of Professional Studies

Full/Part Time

Full-Time

Regular/Temporary

Regular

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POSITION DETAILS

As New York's leading online school since 2006, the CUNY School of Professional Studies (CUNY SPS) offers the most online bachelor's and master's degree options at the City University of New York, and serves as the University's first undergraduate all-transfer college. With 26 degrees and numerous other non-degree and grant-funded workplace learning programs, CUNY SPS meets the needs of adults who wish to finish a bachelor's degree, progress from an associate's degree, earn a master's degree or certificate in a specialized field, and advance in the workplace or change careers. Consistently ranked highly by U.S. News & World Report for its online offerings, CUNY SPS has emerged as a nationwide leader in online education. The School's renowned and affordable online programs ensure that busy working adults may fulfill their educational goals on their own time and schedule.

This is an excluded position.

Supporting the Dean, and reporting directly to the Dean or Dean’s designee, and in addition to the CUNY Title Overview, the Executive Assistant:

• Manages the Dean’s daily schedule and complex calendar, coordinates all logistical arrangements for meetings and events, travel arrangements and distribution of information

• Leads administration of the daily operations of the Dean’s office to enhance organizational effectiveness and ensure discretion in all activities

• Prepares and/or proofreads executive communications, reports, presentations, and briefs

• Manages adherence to records management policies and distribution of confidential and time-sensitive information and documents

• Updates stakeholder mailing/distribution lists and other information required for regular office correspondence

• Tracks and analyzes Dean’s office expenditures, fiscal and procurement transactions

• Assists with planning and implementing various programs, projects, meetings and events

• Serves as an internal and external resource on policy and procedural matters to various constituents; receives inquiries and resolves them, or refers them to appropriate staff, using discretion and sound judgment

QUALIFICATIONS

Bachelor's degree and four years' related experience required.

Preferred Qualifications:

• At least four years of experience supporting an executive level administrator, preferably in a higher education setting for online and/or adult learners

• Proven experience managing a complex calendar and daily office management; and ability to draft and edit complex work-related correspondence (e.g., emails, meeting minutes, summaries, documents, presentations)

• Proven proficiency in the use of Microsoft Office Suite and an ability to learn new software and systems

• Experience with CUNYFirst and/or PeopleSoft systems, including procurement / purchasing, HCM, and other administrative functions

• Demonstrated ability to proofread, develop accurate and clear communications, conduct research,and take detailed notes / meeting minutes

• Strong work ethic and integrity, with a high level of professional discretion

• Strong organizational and project management skills, ability to prioritize work, manage multiple assignments, and meet deadlines; handle multiple tasks with multiple deadlines

• Ability to communicate effectively with diverse populations, providing accurate and appropriate information

• Commitment to campus values of equity, diversity and inclusion

• Ability to work independently and as part of a team

CUNY TITLE OVERVIEW

Supports a Campus or University Executive as a confidential assistant, organizing and supervising unit activities.

• Creates appointment and meeting schedules, arranges meetings, and prepares for a variety of special events; maintains an ongoing calendar of reports, deadlines, and key dates and incorporates these into a schedule

• Coordinates Executive communications, including those requiring a high degree of sensitivity; responds to public inquiries as well as requests from within the Campus/University community

• Organizes, creates, and distributes key, complex management reports with a high degree of accuracy

• Organizes, manages, and tracks written and email correspondence, maintaining logs and records of follow-up activities

• Procures required internal and external resources and services and manages their utilization

• May supervise office staff, performing basic Human Resources functions such as recruiting and interviewing

• Participates in special projects and efforts to improve unit effectiveness

• Performs related duties as assigned.

This position is excluded from union representation.

CUNY TITLE

Higher Education Assistant

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary range from $86,645 - $90,375 depending on qualifications and experience.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

HOW TO APPLY

Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID# 28106 or Title. Select "Apply Now" and provide the requested information.

Please attach cover letter, resume and three (3) professional references.

CLOSING DATE

Open unitl filled.

Resume review to begin on March 8, 2024.

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.