Confidential Executive Assistant - Various Departments (Excluded)

Responsibilities

Reporting directly to the Executive Leadership of the department, the Confidential Executive Assistant’s duties includes but are not limited to the following responsibilities:

• Provide executive-level administrative support, including directing incoming calls; taking detailed messages; scheduling meetings (in-person & virtual) and conference calls; overseeing multiple calendars;
• Managing, prioritizing and responding to phone messages and emails;
• Create meeting minutes by taking detailed notes and recording action items during various meetings and maintain a meeting minutes log;
• Improve and maintain executive office file storage/management and administrative business processes.
• Prepare comprehensive agendas for meetings and conferences, ensuring all relevant materials are readily available for participants;
• Facilitate high-level correspondence and communications, including scheduling conference calls via Zoom, MSTeams, Cisco Webex Meetings and in-person one-on-one and up to large group meetings;
• Sustain daily office management, providing necessary reports and updates to ensure the office is running efficiently;
• Monitor office inventory, order supplies as needed, and adhere to the timely processing of various reports using CUNY-Buy; adhere to timely processing of travel reports.
• Maintain a high degree of professionalism and discretion in handling confidential information;
• Work closely with the Head of the department and various members of the leadership team to organize special projects, events and activity timelines;
• Utilize administrative systems and processes to track commitments and ensure completion milestones;
• Conduct thorough research on a diverse array of topics and produce findings into recommendations in support of the department needs;
• Meet predetermined deadlines for coordinating activities (reports, meetings, workshops, training, etc.);
• Perform other duties as assigned by the Executive Leadership or designee.

Qualifications

• Bachelor's degree and four years' related experience required;
• PREFERRED QUALIFICATIONS: Master’s degree in Business Administration or related field and five years of experience in administrative support role with at least 3 years year of experience directly supporting senior/executive level staff. 1-2 years of experience working in Higher Education within an urban setting.
• Excellent organizational, analytical, communication and interpersonal skills required;
• Experience with CUNYFirst or Peoplesoft, CUNY Buy, and other CUNY systems;
• Proficiency using Microsoft Office applications (Outlook, PowerPoint, Word and Excel); video conferencing platforms (WebEx, MS Teams and Zoom);
• Demonstrated problem solving, strong project management, research skills, and technology savviness/computer literacy are preferred.
• Ability to manage multiple projects simultaneously for different stakeholders and meet project deadlines;
• Ability to work well both independently and collaboratively in a diverse and rapid-paced academic medical environment.
• Experience working with underrepresented, low-income, and marginalized students working in health-related or STEM (Science, Technology, Engineering, Mathematics, and Medicine) fields or other health professional pipeline programs is highly desirable.
• Advanced understanding of the importance of inclusion in academic medicine and the impact of educational and healthcare disparities on medicine.
• Knowledge of CUNY policies and procedures.