Confidential Executive Coordinator
POSITION DETAILS
The CUNY Office of Communications and Marketing (OCM) works in partnership with the University?s academic and administrative offices and the 25 colleges to promote CUNY?s unique mission and transformative role as an engine of social mobility. The office includes eight divisions: Communications, Creative, Marketing, Social Media, Multimedia, University Events, CUNY TV and Citizenship Now! Together the teams manage all aspects of press and public relations, editorial content, art design, publishing, social media, advertisement, web development, TV, video, and podcast production to tell the story of the premier urban public university in the United States.
The Senior Vice Chancellor for the OCM is seeking a highly skilled and discreet Confidential Executive Coordinator to provide high-level administrative and operational support. This role is responsible for managing confidential and time-sensitive assignments, overseeing office functions and logistics, and ensuring the seamless flow of information. Serving as a key liaison between the office and internal and external stakeholders, the Confidential Executive Coordinator handles sensitive communications with professionalism, diplomacy, and discretion. Additionally, they proactively identify and escalate critical matters to the Senior Vice Chancellor and Associate Vice Chancellor/Chief of Staff, ensuring timely and strategic decision-making. This position requires exceptional organizational skills, sound judgment, and a proactive approach to executive support in a fast-paced, high-profile environment.
Key duties include, but will not be limited to the following:
- Provide high-level administrative and strategic support to the Senior Vice Chancellor and the Associate Vice Chancellor/Chief of Staff, ensuring seamless daily operations and effective execution of priorities.
- Manage complex and dynamic calendars, prioritizing meetings and engagements to align with executive goals and institutional initiatives.
- Assist the Senior Vice Chancellor in maintaining a weekly calendar of the deliverables and deadlines of OCM?s eight divisions by coordinating regular updates from team leaders.
- Serve as a key point of contact, facilitating communication between senior leadership, internal departments, and external stakeholders with professionalism and discretion.
- Prepare executive-level invitations, correspondence, reports, and briefings, ensuring clarity, accuracy, and alignment with leadership priorities.
- Coordinate all aspects of travel, including detailed itineraries, logistics, and expense reconciliation.
- Organize high-level meetings and engagements, develop agendas, prepare materials, capturing key takeaways, and ensuring timely follow-ups.
- Oversee office operations, maintaining executive records, databases, and confidential files with precision and confidentiality.
- Support the execution of strategic initiatives and high-profile University events, including CUNY Arts, ensuring alignment with leadership objectives.
- Provide additional executive support to the Chancellor?s Office and other senior leadership as needed, adapting to shifting priorities in a fast-paced environment
- Assist with other administrative functions as required.
NOTES:
- Until further notice, this position is eligible for a hybrid work schedule.
- This position is excluded from union representation.
QUALIFICATIONS
Minimum: Bachelor's degree required.
Preferred:
- Ability to: balance various responsibilities in order to address conflicting priorities and deadlines.
- prioritize and work accurately in a fast-paced environment with short turnaround deadlines, managing multiple assignments and projects simultaneously, and following through on issues in a timely manner.
- work under pressure and meet deadlines.
- work and collaborate with multiple academic and administrative offices across the University.
- maintain confidentiality and professionalism.
- Articulate, self-motived, highly resourceful, well-organized, detail-oriented and flexible.
- Excellent customer service, interpersonal and communication skills (verbal and written) to interface with large and diverse internal and external contacts.
- Two years' experience working in a higher education setting.
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