Job No: 495620 Work Type: Staff Full-time Department: Office of the President Location: Wilf Campus, 500 West 185th Street, NY, NY Categories: Administrative Support
The Executive Assistant will provide a wide range of administrative and executive support to the Office of the President. The Executive Assistant is a professional who represents and supports the Office and ensures the smooth functioning of its operations. This individual is flexible and can accommodate shifting priorities while working with minimal supervision, exercising independent judgment, and maintaining confidentiality. Responsibilities include, but are not limited to: effectively managing all administrative support aspects of the Office of the President; providing direct administrative support and calendar management to the President; coordinating and executing all events sponsored by the Office of the President; and effectively and diplomatically managing communications and issues of a highly sensitive and confidential nature. The incumbent will be required to interact on a daily basis with the President, senior leadership within the university as well as the President's external contacts. May receive and screen communications to the President and Chief of Staff, including telephone calls and e-mail messages, and provide assistance or response using independent judgment to determine those requiring priority attention and/or directing inquiries completely and appropriately. This position works primarily at the Washington Heights campus, with one day at the Midtown campus.
Primary office coverage and first point of contact for all visitors to the Office of the President, ensuring that visitors are properly acknowledged and announced
Effectively and efficiently performs triage of incoming contacts, prioritizing items of urgency, identifying parties who handle the issue/problem/concern, making timely referrals, and ensuring follow-up
Manages correspondence, mailings, extensive scheduling of appointments, answering and screening phone calls, voicemail and occasional project work using expert judgment and knowledge
Works with other members of the Office of the President staff in providing a proactive and responsive service team, responding to the needs of students, faculty, staff, and other administrators
Plans, prepares, and executes meetings, special events and activities hosted by the Office of the President or as required on behalf of the President on and off campus
Manages ordering and invoices for office supplies
Coordinates logistics, security, parking and confirms attendance of invited guests
Makes travel arrangements as directed
Coordinates and executes special projects for Office of the President staff
Keeps donor contact information, files, proposals and reports up to date
Manages the Office's file and record systems. Identifies ways of increasing operational efficiencies in the Office
Takes initiative to refer questions and requests to the most appropriate institution or outside official
May monitor budgets in the Office of the President
Manages internal and external contacts on behalf of the President with senior administrators, University Trustees, donors, foundations, elected representatives, and key stakeholders including students, faculty, and staff
Manages all necessary Banner system needs including, but not limited to, staff timesheets, purchasing, and donor reports
Works under the Chief of Staff
Experience & Educational Background:
Bachelor's Degree and at least 5 years of general administrative and office experience
3-4 years of experience working in a senior executive environment, exercising independence and skill in self-managing priorities
Demonstrated success in working collaboratively and as part of an effective team in meeting the needs of the executive(s) and the organization
Skills & Competencies:
Outstanding organization skills; project management skills with excellent attention to detail
Experience developing and executing plans, ensuring internal and external commitment and performance to plan/obligations
Demonstrated ability to multi-task in a high volume environment
Ability to deal with diverse groups of individuals and situations with a high degree of diplomacy, discretion, and professionalism
Ability to handle sensitive and confidential information
Works efficiently and effectively with a strong commitment to team participation, performing responsibilities with collegiality, teamwork, discretion, and excellence
Assumes initiative and monitors and follows through on unresolved issues or assigned projects
Excellent attention to detail and decision-making skills to respond to high-pressure situations
Excellent time management skills
Superior interpersonal communication skills as well as excellent writing skills to effectively represent the President and the University to all internal and external constituents
Must excel in all MS Office applications including MS Outlook, Word, Excel and PowerPoint
Familiarity with invoicing systems
Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more.
We are a leading global educational institution that employs 2,000 people across our various campus locations -- Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission through all that we teach, by all that we do and for all those we serve. We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross section of people from diverse backgrounds working and studying together.
The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University's retirement plan. Staff members are typically eligible for four weeks paid vacation each year and have access to a shuttle to nearby subway locations.
Equal Employment Opportunity:
Yeshiva University is an equal opportunity employer committed to hiring minorities, women, individuals with disabilities and protected veterans.
Yeshiva University has been transforming lives for more than a century. Nowhere but here can students have a personal, small college experience while benefitting from the academic rigor of a top ranked research university. Since its inception YU has been dedicated to melding the ancient traditions of Jewish law and life with the heritage of Western civilization, and each year we celebrate as future leaders make YU their home. Yeshiva University is an equal opportunity employer committed to hiring minorities, women, individuals with disabilities and protected veterans.