Executive Assistant to the President

JOB DESCRIPTION
Executive Assistant

Department: Administrative Services Job Status: Full time

FLSA Status: Full Time Exempt Reports To: President

This position is an outstanding opportunity for a highly motivated executive assistant to assume a pivotal role in the evolution of a fast-growing, highly respected organization. As such, compensation for this role is competitive. The starting salary will be commensurate with the candidate’s experience.

The Executive Assistant to the Campus President is responsible for providing comprehensive support to the Campus President, managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

PRIMARY RESPONSIBILITIES

• Provide sophisticated calendar management for Campus President. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the Campus President’s ability to effectively lead the organization, including: o assisting with special projects; o designing and producing complex documents, reports, and presentations; o collecting and preparing information for meetings with staff and outside parties; o composing and preparing correspondence; maintaining contact lists; o making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Campus President, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect Campus President’s style and organization policy.
• Lead internal audits of departments at the discretion of the Campus President.
• Ensure the campus calendar is maintained and work with department heads to facilitate the preparation of all campus driven student events.
• Work closely with the Campus President to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the Campus President updated. Anticipate Campus President’s needs in advance of meetings, conferences, etc.
• Coordinate all Executive Team meetings and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the Campus President and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the Campus President.
• Work with the Campus President on various outreach activities. Follow up on campus wide contracts/contacts to cultivate ongoing relationships.
• Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Prepare budget recommendations.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer the main phone line and respond to inquiries.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Manage petty cash reimbursements and reconciliation.
• Other projects/duties as assigned for the overall benefit of the organization.

QUALIFICATIONS/EXPERIENCE
Successful candidates will possess the following qualifications:

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Significant executive support experience that demonstrates leadership and management ability.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications) strongly desired.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Executive members, staff, community leaders, and other campus partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice.

WORK ENVIRONMENT

• Thrive in an intense, do-it-yourself, start-up environment.
• Ability to work well within a cross-functional team environment and diverse communities.

HOW TO APPLY
The CURE Center for Ultrasound Research and Education is a proud, equal opportunity employer committed to an inclusive work environment and to building a team that reflects the rich diversity of our community.

To apply, please submit your resume, cover letter and three professional references of people you have worked with directly. Your cover letter should express your specific interest in and qualifications for this role as well as respond to these questions:

1. Describe your work ethic
2. Why do you want to be an executive assistant?
3. What does it mean for you to have a commitment to organizational effectiveness?
4. How have you demonstrated that commitment and how would you see yourself demonstrating it at The CURE Center for Ultrasound Research and Education?

SPECIAL NOTE:

All resumes must clearly have the starting and ending salary history for each employer.

Job Type: Full-time

Pay: $45,000.00 - $65,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• White Plains, NY 10604: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 5 years (Required)

Work Location: In person

Salary : $45,000 - $65,000