The New School seeks a conscientious, highly organized, and detail-oriented Executive Administrative Assistant to support (1) the Senior Vice President of Equity, Inclusion and Social Justice/Chief Diversity Officer, and (2) University Professor/Founding Director of the Institute for the Study of Race, Stratification and Political Economy.
Reporting to The Senior Vice President of Equity, Inclusion and Social Justice/Chief Diversity Officer, the Executive Administrative Assistant will provide high level organizational and management support to advance the work and priorities of both offices across the University and externally. The Executive Assistant will serve as the primary point of contact for both offices for internal and external constituencies on all matters and lead on events and activities organized by both offices. This position involves interaction with a wide range of university stakeholders including officers, donors, external partners, faculty, staff, students and alumni.
This position requires the ability to work independently, efficiently, and effectively within a fast-paced environment, plus the ability to manage schedules and competing demands while remaining flexible, proactive, and resourceful. Excellent communication skills, a high degree of discretion, experience handling highly confidential information, and attention to detail are required.
The ideal candidate must have an understanding of and praxis of equity, inclusion and social justice to successfully perform the duties of this role. The EA relies on experience, skills, integrity, and sound judgment to plan and accomplish goals set by the SVP and the Professor, and may lead and direct the work of others. A wide degree of creativity and latitude is expected, along with critical thinking and exemplary customer service. Responsibilities:
Calendar Management and Meeting Preparation -Manage the VP and Professor's schedules -Coordinate and confirm meetings and events -Manage the preparation and distribution of meeting materials -Develop meeting briefings and agendas
Communication -Communicate on behalf of the SVP and Professor -Manage all incoming communication to ensure timely and appropriate responses and schedule appropriate follow-up -Draft, edit, and proofread correspondence, reports, and other documents -Develop materials for presentations, events and meetings
Operations -Assist with coordination of events including but not limited to booking vendors, confirming venues, and catering, and serve as on-site event facilitator -Engage in research as requested to support events, policy, meetings and symposia -Assist with special projects as needed
Expenses and Purchasing Management -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
Travel Coordination -Coordinate domestic and international travel itineraries, including reservations for transportation and accommodations -Assist with preparing and obtaining necessary travel documents; passport, visa, and vaccination records where applicable
Other Support -Provide additional support as necessary to ensure the effective and efficient functioning of both offices
-Demonstrated commitment to social justice and public service and success in cultivating and serving in diverse and inclusive environments -Three to five years of administrative experience or in a comparable position (please note that there is wide latitude for comparable experience) -High skill level competence of Microsoft Office (Word, PowerPoint, Excel) and Google suite (Gmail, Calendar, Drive) -Ability to analyze and evaluate data, develop reports, and make recommendations based on analysis -Experience in conceptualizing goals; ability to direct and prioritize projects -Ability to work and effectively communicate with faculty, students, administrators, alumni, and the University community -Robust attention to detail and demonstrated ability to multitask. -Excellent organizational and interpersonal skills, tact, poise and the ability to handle complex, confidential issues with discretion -Ability to work well under pressure, meet deadlines, problem solve; can work well both independently and in team-based settings. -Flexible, motivated, dependable, team player. -Excellent communication, writing, and interpersonal skills
Internal Number: 19219
About The New School
The New School, a leading university in downtown New York City, offers degree and nondegree academic programs in design, the social sciences, the liberal arts, management, the arts, and media. Students benefit from small classes, superior resources, and renowned faculty members who practice what they teach. Continuing education courses and public programs place the university at the center of New York’s cultural and intellectual life.