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Confidential Executive Assistant
2 months ago
POSITION DETAILS
The Graduate Center benefits from highly ambitious and diverse students and alumni who in turn teach hundreds of thousands of undergraduates every year.
This is an excluded position.
The duties and responsibilities of the position will include, but are not limited to:
- Manages the President's calendar, schedules meetings and coordinates events, and prepares and assembles relevant materials. Ensures that appointments occur in appropriate sequences and in a timely manner. This involves daily and/or hourly adjustments to accommodate changes and to anticipate the impact on future appointments and management of any resulting problems;
- Arranges and schedules the President's development activities with contacts outside the University. This includes meetings or other functions with GC Foundation Board members as well as with potential donors (including external corporate and foundation heads). The Executive Assistant will be responsible for maintaining pertinent records of who the President has met with and relevant materials and activities;
- Prepares and assembles materials needed by the President for various committee meetings including, but not limited to, CUNY committee meetings, GC committee and board meetings, and outside committee, board, and association meetings.
- Reviews incoming electronic and physical correspondence and screens calls to determine which matters should be referred to the President, which should be referred to the relevant administrators, executive officers, other offices of the GC, or other units of CUNY for action, and which matters can be handled by staff members in the President's Office. Ensures effective routing and appropriate action and follow-up.
- Drafts letters, memos, and other correspondence on behalf of the President's Office. Assists in proofreading and finalizing correspondence as assigned. Prepares and disseminates mass communications.
- Handles all sensitive matters and communicates on behalf of the President with all segments of the GC community including faculty, students, staff, alumni, GC Foundation board members, business and community leaders, and government officials.
- Monitors personnel transactions and consults with the President's senior staff and Human Resources in order to brief the President as needed.
- Manages the President's discretionary and tax levy accounts including submission and approval of requisitions and disbursements to vendors, staff, and others. Maintains reports on the President Office's discretionary and tax levy spending.
- Coordinates travel arrangements for the President including ticketing, billing, and reimbursement.
- Manages the development and implementation of systems to ensure effective operations.
- Supervises the Administrative Executive Coordinator, including organizing and coordinating their assignments, establishing priorities, and overseeing their work to ensure effective production, dissemination, record keeping, and retrieval of the President's Office correspondence, reports and projects. Ensures continuous coverage of the office's front desk.
- Performs other related duties as assigned.
QUALIFICATIONS
Bachelor's degree and four years' related experience required- A minimum of five years of relevant experience working with or in an executive office in higher education and/or a not-for-profit organization.- Excellent communication (oral and written), interpersonal, analytical, and organizational skills.- Exceptional attention to detail with the ability to work under pressure in a collegial and collaborative environment.- Experience in planning small-to-large meetings and events of the highest quality from start to finish.- High level of diplomacy and tact with the ability to assess and adapt to changing situations and priorities, and to use sound judgement and discretion in all matters.- Ability to work effectively both independently and as part of a team.- Ability to plan and prioritize work, using time and other resources effectively to maximize desired outcomes.- Ability to take initiative.
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 Procures required internal and exter
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