Executive Assistant – Dean Office

About this role

Title: Executive Assistant – Dean Office

Title: Executive Assistant – Dean Office

Location: Upper East Side

Org Unit: Dean’s Office Admin

Work Days:

Weekly Hours: 35.00

Exemption Status: Non-Exempt

Salary Range: $48.68 - $66.04

\*As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices

Position Summary

The Executive Assistant to the Dean’s Office will report to the Chief of Staff and provide high-level administrative and strategic support, ensuring seamless coordination of daily operations, complex scheduling, communication, and project management. The successful candidate will act as the primary point of contact for internal and external stakeholders, manage confidential matters with discretion, and proactively anticipate needs and optimize effectiveness and efficiency.

This role requires exceptional organizational skills, attention to detail, and the ability to multitask at an executive level. A welcoming and professional demeanor, problem-solving mindset, and commitment to excellence are essential in this collaborative team environment.

Job Responsibilities

• Manage and maintain the calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Prepare agendas, briefings, reports, and documents ahead of meetings.
• Organize and coordinate meetings, including issuing invitations, preparing minutes, facilitating presentations and catering, and ensuring action items are followed up. Handle office correspondence, including emails and phone calls, when needed.
• Act as the primary point of contact between internal and external stakeholders, managing communications efficiently.
• Draft, edit, and format correspondence and other materials with a high degree of professionalism. Ensure correct spelling, grammar, format, etc.
• Prepare and proofread memos and reports. Prepares correspondence and documents independently. Address inquiries and resolve issues in a timely and professional manner, escalating urgent matters as needed.
• Track ongoing initiatives, projects, and deliverables, ensuring deadlines are met and priorities are clearly communicated.
• Assist with high-level projects and initiatives, conducting research and preparing summaries as required.
• Simplify and streamline workflows to ensure effective time-management.
• Coordinate complex travel details, including flight arrangements, hotel bookings, ground transportation, and itineraries under minimal direction.
• Handle sensitive and confidential information with the utmost discretion and professionalism. Ensure compliance with organizational policies, governance standards, and legal requirements in all communications and transactions.
• Maintain a well-organized and efficient office keeping files, documents, and records current and accessible.
• Analyzes practices and procedures to improve workflow and efficiency and provide a high level of executive support.

Education

• Bachelor's Degree in related field required

Experience

• Minimum of 5 years in an executive support role, preferably in an academic, corporate, nonprofit or government setting, or an equivalent combination of education and experience.
• Experience working with senior leadership and managing complex schedules and projects.

Knowledge, Skills and Abilities

• Exceptional organizational skills, attention to detail, and the ability to multitask at an executive level.
• Proven problem-solving skills and ability to manage competing priorities under tight deadlines.
• Flexible and adaptable to changing priorities and schedules.
• Able to work independently, as well as collaboratively within cross-functional teams.
• Must be able to effectively communicate with all levels of the organization.
• Welcoming and professional demeanor, problem-solving mindset, and commitment to excellence are essential.
• Excellent written and verbal communication skills.
• Proficiency in office tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
• High level of professionalism and discretion.
• Strong interpersonal skills and ability to build productive working relationships.
• Proactive and resourceful, with a solutions-oriented mindset.

Licenses and Certifications

Working Conditions/Physical Demands

• In Person full-time five days during onboarding and training. Hybrid schedule with 3 days in-office and 2 days remote after onboarding and training complete and as allowable given changing business needs.