The Executive Assistant provides professional, high-level administration support for the Vice President and Chief Development Officer. The Executive Assistant is proactive, anticipates future needs of the Vice President, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced environment. Responsibilities include, but are not limited to, answering and fielding phone calls, scheduling internal and external appointments and associated travel, maintaining a running list of projects and supporting material. The Executive Assistant serves an important and visible role requiring the utmost professionalism, communicating and interacting with senior leadership (including, but not limited to, the President and Chief Executive Officer, the Dean, Executive and Senior Vice Presidents, and Department Chairs) and important external clients (such as trustees, top donors, and alumni). As part of the Executive Office, this position provides administrative coverage support to other Senior Vice Presidents in the absence of their Executive Assistants.
Manage the daily calendar of the Vice President by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details, material, and expectations for the Vice President.
Organize and coordinate high-level meetings with various stakeholders across the system, disseminate corresponding meeting agendas and materials, and take minutes, as needed.
Provide high level customer service and support to all constituents including Boards of Trustees, the Office of the President, the Office of the Dean, the Executive Office, and other departments.
Keep the Vice President on schedule and abreast of changes and high-level concerns, as necessary, throughout each day. Coordinate closely with the Director, Strategic Projects on this front.
Make domestic and international travel arrangements for the Vice President with corresponding detailed itineraries and briefings in preparation for prospect and donor visits. At times, this may require coordination of travel plans and appointments with the Office of the President.
Research and/or compile briefing materials, as needed, for meetings to ensure the Vice President is fully prepared for scheduled appointments, presentations, and discussions including researching and gathering critical information, preparing briefings, developing and proposing agenda items, and conducting the necessary follow up. Assure that materials are accessible in a timely manner.
Oversee incoming correspondence and requests for the Vice President’s attention, triage to other staff members as appropriate, prioritize items that need immediate attention, and prepare and edit letters, memos and other correspondence for the Vice President. Proofread, edit, format, and print documents and office communications for approval and signature by the Vice president.
Develop a thorough understanding of Raiser’s Edge, the development database, in order to maintain data, compile and/or produce reports, and provide information as requested by the Vice President.
Represent the Vice President in a professional manner, exercise administrative judgement, respond to requests in a timely manner, and maintain sensitive and confidential information.
Perform additional duties as assigned by the Vice President and Director, Strategic Projects.
Bachelor’s degree required.
Five years’ experience in providing progressively responsible administrative support and coordination, or other relevant and transferrable professional experience.
Excellent customer orientation (phone manner, sense of humor and friendly, professional disposition).
Strong organizational skills and attention to detail, ability to prioritize and multitask in a fast-paced and deadline driven environment.
Proficiency in Microsoft Office including Outlook, Work, Excel and PowerPoint.
Experience working with and maintaining database(s) preferred.
Ability to communicate effectively with different constituencies.
Exceptional editing and writing skills.
High level of professionalism, diplomacy, and responsiveness.
Ability to handle confidential information.
Excellent interpersonal skills.
Independent thinker, self-starter and team player.
Patience and flexibility.
Department: Development Bargaining Unit: Non Union Campus: MOSES Employment Status: Regular Full-Time Address: 3332 Rochambeau Avenue, Bronx
Shift: Day Scheduled Hours: 8:30 AM-5 PM Req ID: 91806
Montefiore is an equal employment opportunity employer. Montefiore will recruit, hire, train, transfer, promote, layoff and discharge associates in all job classifications without regard to their race, color, religion, creed, national origin, alienage or citizenship status, age, gender, actual or presumed disability, history of disability, sexual orientation, gender identity, gender expression, genetic predisposition or carrier status, pregnancy, military status, marital status, or partnership status, or any other characteristic protected by law.