212-564-6500 info@joelpaul.com

Position Summary:

Our client is Yeshiva University www.yu.edu

The Executive Assistant will provide a wide range of administrative and executive support to the Office of the President. www.yu.edu/president/senior-leadership The position reports to the Chief of Staff.

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.

Position Responsibilities:

  • 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

Qualifications:

  • 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
  • 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
  • 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
Apply For This Position
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Allowed file extensions are doc, docx. Max file size is 2 MB. MS Word format only.