Executive Assistant Office of University Initiatives

Reporting to the Senior Vice President (SVP) for Strategic Partnerships and University Initiatives, the Executive Assistant will provide high level organizational and management support to advance the work and priorities of the Office of University Initiatives and prioritized university-wide thematic areas. The Executive Assistant will serve as a primary point of contact for internal and external constituents on all matters and lead on events and activities. This position involves interaction with a wide range of university stakeholders including university officers, donors, external partners, faculty, staff, students and alumni. The successful candidate will collaborate within a cross-functional team and hold an in-depth understanding of office management policies, procedures, and best practices, possess basic effective leadership skills and ability to work independently, and work with a high degree of flexibility, efficiency, and confidentiality.

The New School is an equal opportunity employer. We strongly encourage applications from individuals who are committed to our mission and who seek to work collaboratively with all members of our community.

Responsibilities

• Calendar Management and Meeting Preparation: Manage a complex calendar for the SVP, including high-level internal meetings with university leaders and external meetings. Coordinate and confirm meetings and events for the SVP and Director in the Office of University Initiatives. Provide scheduling support for the Vice Presidents, Senior Director, Director, and Associate Directors based within the Office of University Initiatives. Manage the preparation and distribution of meeting materials. Develop meeting briefings and agendas.
• Administrative Support: Calendar and schedule management for the Office of University Initiatives. Assist with preparing and distributing meeting materials. Prepare agendas, take minutes, and ensure effective follow-up and delegation for action items. Support special projects and initiatives, including project tracking, deadline management, and process improvement initiatives. Manage travel arrangements and itineraries. Draft and edit correspondence and memos on behalf of the SVP. Coordinate across university systems and departments to facilitate and reconcile purchases, expenses and reimbursements. Facilitate payment of invoices and provide regular reports to ensure oversight and compliance with all university policies. Assist with the management, tracking, and reporting of personnel, operating, and restricted funding budgets.
• Event Planning and Coordinating: Coordinate all planning details for events, including events that require close collaboration with the Office of the President and the Office of the Provost. Plan and implement events schedule and manage timelines. Coordinate onsite staff support for events. Manage purchasing and expense tracking for external vendors and services. Assist with ensuring oversight and compliance with all university policies.
• Collaboration and Special Projects: Serve as administrator for staff recruitment searches, assist with on-campus candidate visits. Organize confidential documents and institutional records, and ensure project and initiative documentation is drafted, finalized, and archived. Assist with organizing and finalizing documentation related to special projects, grant proposals. Provide assistance with staff onboarding and training, review, update and implement administrative and operational procedures for best practices. Participate in special projects, provide additional support and complete other duties as assigned.

Minimum Qualifications

• Bachelor degree is required.
• Minimum of 7-10 years in an executive assistant or high-level administrative assistant role with experience in administrative and operational support.
• High degree of professionalism and customer service skills.
• Excellent interpersonal, oral, and written communication skills.
• Strong attention to detail.
• Strong project management skills with the ability to lead projects independently to successful completion.
• Ability to work on multiple projects simultaneously.
• Ability to work outside of regular business hours for events, programs, meetings, and other commitments that may include the SVP, President, Provost, and Vice Presidents.
• Ability to handle confidential information with utmost discretion.
• Commitment to providing a high level of service and working in a collaborative team environment.
• Experience with Microsoft Office is required.

Preferred Qualifications

• Master degree highly preferred.
• Strong experience in office reception, administrative, operational, and events support.
• Prior experience providing direct support to an executive leader.
• Experience in higher education setting or working in an executive level setting.
• Strong analytical, decision-making, and organizational skills.
• Experience with Google suite.
• Knowledge of the Workday platform.

Work Mode

Hybrid/Split - Employees hired for this position have regularly scheduled, consistent percentage of time on campus (ex: 1-4x/week) and also work some of the time remotely.

Salary Range

$75,000 - $85,000 per annum