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Executive Assistant to the President

Executive Assistant to the President

Location: Hyde Park; Industry: Higher Education

A world-renown, private research university is welcoming a second Executive Assistant to the team. Take this opportunity to gain experience supporting the highest-in-command. This is an extraordinarily visible role that requires the utmost in confidentiality with the skills of a savvy gatekeeper. As the liaison to notable individuals a bright, confident and highly professional demeanor is expected.

As a trusted member of this sought- after team, you will be part of an educational institution that changes the lives of thousands of individuals.

Responsibilities

  • The Executive Assistant performs administrative functions with careful attention to detail, complete confidentiality, a positive attitude, and discerning judgment
  • Manage the day-to-day reception and meetings for the executive, ensuring the executive’s activities run as planned each day and adapting his schedule in response to last-minute issues or unforeseen situations
  • Coordinate all briefings and meeting materials for internal and external activities, including:
  • Requesting, collecting, reviewing, and printing all documents to ensure the executive is well prepared for all meetings and event
  • Preparing travel itinerary and briefing materials
  • Acting as the liaison between the executive support team and host units and organizations regarding briefing documents, event logistics, and the preparation of remarks
  • Handling agreements for external speaking engagements
  • Handle all day-to-day financial transactions through the University’s online systems, including, but not limited to: ordering supplies through the University’s purchasing site, processing invoices for external vendors, and reconciling expense reports on an ongoing basis
  • Schedule transportation when needed
  • Update and moderate multiple contacts and email distribution lists both for office use and the University’s system, using discretion when approving messages for mailing and following guidelines established by the office when adding new members to lists

Requirements

  • At least 7 years of relevant experience
  • Bachelor’s Degree required
  • Experience working in higher education and a high-level executive setting preferred
  • Proficiency with Microsoft Office Suite, Adobe Acrobat, financial reporting systems, and online databases required
  • Monitoring email and responding as needed during evenings and weekends
  • Excellent oral and written communication skills

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