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senior executive assistant

administrative assistant office of the oceo

Dow Jones

<div>
 <strong>
  About The Role
  <br/>
  <br/>
 </strong>
 The Administrative Assistant provides high-level, proactive support to the CEO, ensuring seamless integration between their professional obligations and personal commitments. Working under the direct mentorship and supervision of the Executive Assistant, this role focuses on the "last mile" of execution&mdash;managing the intricate details that allow the CEO to remain focused on enterprise leadership. This is a role for a detail-obsessed professional who thrives in a fast-paced, highly confidential environment. This role would report to the Executive Assistant to the CEO.
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 <strong>
  You Will
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 </strong>
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  <li>
   Support the EA in managing a complex, ever-changing calendar that blends corporate meetings, speaking engagements, and personal appointments.
  </li>
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   Coordinate end-to-end travel logistics, including air travel, ground transportation, and detailed "door-to-door" itineraries.
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   Facilitate seamless transitions between the CEO's professional and personal schedule, ensuring all necessary materials (briefings, attire, or personal items) are prepared in advance.
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   Act as a secondary point of contact for external stakeholders, vendors, and personal contacts to ensure all engagements are executed to the CEO's standards.
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   Manage logistics for off-site events, private dinners, and social engagements, often requiring evening or weekend coordination.
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   Assist with specialized projects and tasks that support the CEO's daily efficiency and well-being.
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   Maintain the CEO's primary workspace, ensuring all technical and physical requirements are met daily.
  </li>
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   Process expenses, manage memberships, and handle sensitive documentation with absolute discretion.
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   Plan and manage internal team gatherings and executive lunches, overseeing vendor coordination, catering, scheduling, setup, and day-of logistics to ensure a professional and welcoming environment.
  </li>
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   Collaborate with the EA on "Office of the CEO" initiatives, providing administrative muscle for special projects and internal communications.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  You Have
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   3+ years in a high-stakes administrative role; experience supporting a High-Net-Worth Individual (HNWI) or C-Suite executive is preferred.
  </li>
  <li>
   An ironclad commitment to confidentiality and the ability to handle sensitive information with poise.
  </li>
  <li>
   A "no task is too small" mentality and the flexibility to respond to shifting priorities outside of standard 9-to-5 business hours.
  </li>
  <li>
   Exceptional organizational skills with a knack for anticipating needs before they are articulated.
  </li>
  <li>
   Ability to represent the CEO's brand with warmth, professionalism, and assertiveness when necessary.
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Our Benefits
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Comprehensive Healthcare Plans
  </li>
  <li>
   Paid Time Off
  </li>
  <li>
   Retirement Plans
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   Comprehensive Medical, Dental and Vision Insurance Plans
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   Education Benefits
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   Paid Maternity and Paternity Leave
  </li>
  <li>
   Family Care Benefits
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  <li>
   Commuter Transit Program
  </li>
  <li>
   Subscription Discounts
  </li>
  <li>
   Employee Referral Program
   <br/>
   <br/>
  </li>
 </ul>
 Reasonable accommodation: Dow Jones, Making Careers Newsworthy - We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. EEO/Disabled/Vets. Dow Jones is committed to providing reasonable accommodation for qualified individuals with disabilities, in our job application and/or interview process. If you need assistance or accommodation in completing your application, due to a disability, email us at talentresourceteam@dowjones.com. Please put "Reasonable Accommodation" in the subject line and provide a brief description of the type of assistance you need. This inbox will not be monitored for application status updates.
 <br/>
 <br/>
 Business Area: Dow Jones - OCEO
 <br/>
 <br/>
 Job Category: Administration, Facilities &amp; Secretarial
 <br/>
 <br/>
 <strong>
  Union Status
  <br/>
  <br/>
 </strong>
 Non-Union role
 <br/>
 <br/>
 Pay Range: $100,000 - $125,000
 <br/>
 <br/>
 We recognize that attracting the best talent is key to our strategy and success as a company.As a result, we aim for flexibility in structuring competitive compensation offers to ensure we are able to attract the best candidates.The quoted salary range represents our good faith estimate as to what our ideal candidates are likely to expect, and we tailor our offers within the range based on the selected candidate's experience, industry knowledge, location, technical and communication skills, and other factors that may prove relevant during the interview process.
 <br/>
 <br/>
 Pay-for-performance is a key element in our strategy to attract, engage, and motivate talented people to do their best work. Similarly to salary, for bonus eligible roles, targets are set based on a variety of factors including competitive market practice.
 <br/>
 <br/>
 For benefits eligible roles, in addition to cash compensation, the company provides a comprehensive and highly competitive benefits package, with a variety of physical health, retirement and savings, caregiving, emotional wellbeing, transportation, and other benefits, including "elective" benefits employees may select to best fit the needs and personal situations of our diverse workforce..
 <br/>
 <br/>
 Since 1882, Dow Jones has been finding new ways to bring information to the world&rsquo;s top business entities. Beginning as a niche news agency in an obscure Wall Street basement, Dow Jones has grown to be a worldwide news and information powerhouse, with prestigious brands including The Wall Street Journal, Dow Jones Newswires, Factiva, Barron&rsquo;s, MarketWatch and Financial News.
 <br/>
 <br/>
 This longevity and success is due to a relentless pursuit of accuracy, depth and innovation, enhanced by the wisdom of past experience and a solid grasp on the future ahead. More than its individual brands, Dow Jones is a modern gateway to intelligence, with innovative technology, advanced data feeds, integrated solutions, expert research, award-winning journalism and customizable apps and delivery systems to bring the information that matters most to customers, when and where they need it, every day.
 <br/>
 <br/>
 Req ID: 51676
</div>


Administrative Assistant, Office of the OCEO

ProKatchers LLC

<div>
 <p>
  <strong>
   Job Title: Medical Receptionist
  </strong>
 </p>
 <p>
  <strong>
   Location: New York, NY 10035
  </strong>
 </p>
 <p>
  <strong>
   Duration: 2+ Months
  </strong>
 </p>
 <p>
  <strong>
   Pay Range: $20.00-$25.00/hr
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Job Description:
  </strong>
 </p>
 <ul>
  <li>
   We are
   <strong>
    a Clerical Assistant / Medical Office Assistant to support daily administrative operations within the nursing department.
   </strong>
  </li>
  <li>
   <strong>
    Minimum 2 years of clerical or administrative experience
   </strong>
  </li>
  <li>
   Typing speed of
   <strong>
    50+ keystrokes per minute
   </strong>
  </li>
  <li>
   <strong>
    Intermediate Microsoft Office skills
   </strong>
   (Word, Excel, Outlook)
  </li>
  <li>
   Knowledge of
   <strong>
    medical terminology
   </strong>
  </li>
 </ul>
</div>


Medical Receptionist

Glocap Business Professionals, Administrative, Operations

<div>
 <p>
  Our client, a prominent midtown Finance firm with a focus on Life Sciences, is looking for a Team Administrative Assistant to provide administrative support to its investment team. The ideal candidate will be organized, proactive and collaborative.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Job Details
  </strong>
 </p>
 <p>
  COMPANY: Investment Management
 </p>
 <p>
  POSITION: Administrative Assistant
 </p>
 <p>
  LOCATION: Midtown, New York
 </p>
 <p>
  HYBRID: 3 days in the office and 2 days WFH
 </p>
 <p>
  HOURS: 8:30am-5:30pm with flexibility to work after hours as required
 </p>
 <p>
  COMPENSATION: $110k-$135k DOE + Discretionary Bonus + Overtime + Great Benefits
 </p>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Responsibilities
  </strong>
 </p>
 <p>
  Enable the success of our investment team by providing critical administrative support, including:
 </p>
 <ul>
  <li>
   Calendar &amp; conference management
  </li>
  <li>
   Travel &amp; expenses
  </li>
  <li>
   Data management
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Requirements
  </strong>
 </p>
 <ul>
  <li>
   Must have 2-5 years of experience preferably out of Finance/Consulting/Legal
  </li>
  <li>
   Ability to work independently and as a team member
  </li>
  <li>
   Exemplary time management skills and the ability to identify and anticipate needs
  </li>
  <li>
   Detail-oriented self-starter with the ability to handle and prioritize multiple tasks
  </li>
 </ul>
</div>


Administrative Assistant

Adecco

<div>
 <p>
  <strong>
   Senior Administrative Assistant
  </strong>
 </p>
 <p>
  <strong>
   Location: New York, NY (4 days onsite, 1 day remote)
  </strong>
 </p>
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  <strong>
   Salary: $90,000 + benefits
  </strong>
 </p>
 <p>
  <strong>
   Full-Time
  </strong>
 </p>
 <p>
  <br/>
 </p>
 <p>
  My client, a highly regarded investment and infrastructure-focused organization, is seeking a Senior Administrative Assistant to support multiple teams within their New York office. This is a high-visibility role supporting senior leaders across three distinct teams, including one larger group comprised of several combined business units.
 </p>
 <p>
  <br/>
 </p>
 <p>
  This position will support anywhere from 6&ndash;8 individuals and, at times, up to 15 principals with varying levels of need. While the number of stakeholders may shift, the overall workload remains consistent and requires strong organization, prioritization, and the ability to seamlessly manage competing demands. The environment is fast-paced and professional, with a collaborative culture that values discretion and attention to detail.
 </p>
 <p>
  <br/>
 </p>
 <p>
  The Senior Administrative Assistant will manage complex calendars across multiple time zones, coordinate domestic and international travel, prepare and reconcile expense reports, and serve as a key point of coordination across teams. This role requires someone who can anticipate needs, adjust quickly to shifting priorities, and provide reliable support to senior-level professionals.
 </p>
 <p>
  <br/>
 </p>
 <p>
  The ideal candidate is proactive, highly organized, and comfortable supporting a high volume of principals with differing work styles and expectations. Strong judgment, communication skills, and the ability to operate independently are essential. Experience supporting senior leadership within finance, private equity, infrastructure, energy, or investment environments is strongly preferred.
 </p>
 <p>
  This is a full-time opportunity based in NYC with a hybrid schedule of four days in the office and one day remote. The base salary is $90,000, along with a competitive benefits package.
 </p>
 <p>
 </p>
</div>


Senior Administrative Assistant

Tishman Speyer

<div><div>Administrative Assistant</div><div></div><div>
Tishman Speyer creates vibrant destinations and dynamic environments that inspire innovation and connected communities. As a diversified developer, operator, and investment manager of top-tier real estate in 33 markets across the globe, our business choices are driven by the belief that real estate should unlock human potential. Tishman Speyer&rsquo;s diversified portfolio spans market rate and affordable residential communities, premier office properties and retail spaces, industrial facilities, and mixed-use campuses. We create state-of-the-art life science centers through our Breakthrough Properties joint venture, and foster innovation through our strategic proptech investments. By combining global perspective with local expertise, and a personalized approach, we are able to anticipate our customers&rsquo; evolving needs. We were the first real estate company to introduce asset-wide amenity services through our ZO platform, and the first traditional real estate company to create its own flexible space and coworking brand, Studio.</div><div>
Since our founding in 1978, Tishman Speyer has acquired, developed, and operated 522 properties, totaling 218 million square feet, with a combined value of over $129 billion (U.S.). Tishman Speyer currently has approximately $68 billion in assets under management, including iconic properties such as Rockefeller Center in New York City, The Springs in Shanghai, TaunusTurm in Frankfurt, and Mission Rock in San Francisco.</div><div></div><div>
Summary of the Position:</div><div>
The Receptionist / Administrative Assistant is a hybrid position that blends primary front desk coverage with administrative support for the 600 Fifth Avenue office, supporting Rainbow Room, Top of the Rock (TOR), Rock Center Venues (RCV), Rink Operations, and IT Operations.</div><div><br>
In addition, this role provides Executive Assistant (EA) support to (General Manager, Rainbow Room &amp; RCV) and (General Manager, Rock Integrated Hospitality). Representing approximately 5%&ndash;10% of the overall time allocation.</div><div></div><div>
The position ensures seamless front‑of‑house operations, comprehensive administrative support, and consistent employee‑engagement execution across multiple departments.</div><div></div><div>
Key Responsibilities:</div><div>
FRONT DESK &amp; RECEPTION</div><ul><li>
Serve as the primary receptionist for 600 Fifth Avenue, maintaining a professional, welcoming presence in a high‑volume open‑lobby environment.</li><li>
Manage guest, vendor, and delivery traffic while balancing administrative responsibilities.</li><li>
Ensure all guests, visitors, and interview candidates are welcomed, offered water/coffee, and directed to the appropriate team.</li></ul><div></div><div>
EXECUTIVE ASSISTANT SUPPORT (General Managers)</div><ul><li>
Schedule and manage appointments, calendars, and meetings</li><li>
Follow up on administrative tasks, including uploading invoices into Basware for approval.</li><li>
Coordinate walkthroughs, safety meetings, and operational meetings related to Rainbow Room and RCV.</li><li>
Manage meeting logistics, agendas, room setup, and follow‑ups.</li></ul><div></div><div>
OFFICE FACILITIES MANAGEMENT &ndash; 600 Fifth Avenue</div><ul><li>
Maintain inventory and ordering of all office supplies for the 600 Fifth Avenue office.</li><li>
Partner with TS Office Services to manage pantry items (coffee, snacks, dry goods) and budget alignment.</li><li>
Coordinate repairs of office equipment (microwaves, refrigerators, printers, copiers) in consultation with General Manager to ensure budget adherence.</li><li>
Work with TS Office Services and TS CS (Cleaning Services) to ensure office cleanliness and organization.</li><li>
Schedule quarterly deep cleanings and carpet shampooing for the office floor.</li><li>
Oversee care, replacement, and servicing of live plants in coordination with TS Gardening and TS Office Services.</li></ul><div></div><div>
ADMINISTRATIVE SUPPORT &ndash; RAINBOW ROOM</div><ul><li>
Provide direct administrative support to Rainbow Room leadership.</li><li>
Schedule interviews and coordinate candidate logistics.</li><li>
Order office supplies and maintain inventory for Rainbow Room teams.</li></ul><div></div><div>
EMPLOYEE ENGAGEMENT &amp; RECOGNITION &ndash; RAINBOW ROOM</div><ul><li>
Oversee and maintain the annual employee recognition and engagement calendar.</li><li>
Coordinate birthday celebrations, flyers, tracking, and logistics.</li><li>
Organize departmental celebrations, recognition moments, and team events.</li><li>
Manage service awards and tenure recognition processes.</li><li>
Support planning for the annual holiday party.</li><li>
Manage gift card ordering, tracking, and distribution for recognition programs.</li><li>
Coordinate team lunches and catering orders.</li><li>
Create and distribute employee announcements.</li><li>
Maintain employee bulletin boards.</li><li>
Track recognition‑related expenses and submit purchase requests.</li><li>
Obtain vendor quotes for engagement and recognition initiatives.</li></ul><div></div><div>
CROSS‑DEPARTMENTAL SUPPORT</div><div>
IT OPERATIONS</div><ul><li>
Provide administrative support to IT Operations.</li><li>
Support Building Technology initiatives by coordinating logistics, tracking progress, and reporting on portfolio‑wide projects.</li></ul><div>
ROCK CENTER VENUES (RCV)</div><ul><li>
Provide administrative and EA‑related support in coordination with leadership.</li></ul><div></div><div>
TOP OF THE ROCK (TOR)</div><ul><li>
Assist with administrative tasks and departmental coordination.</li></ul><div>
RINK OPERATIONS</div><ul><li>
Provide administrative support for seasonal or ongoing rink operations needs.</li></ul><div></div><div>
General Support Across Departments</div><ul><li>
Provide scheduling assistance to Rink, IT, GMS, and other leadership as needed.</li><li>
Ensure guests and internal visitors are welcomed and supported with facility access and refreshments.</li></ul><div>
FACILITIES &amp; R&amp;M / CAPEX COORDINATION</div><ul><li>
Work closely with FOH Coordinator to schedule R&amp;M and CAPEX vendors with TS Client Services.</li><li>
Ensure all related appointments are communicated to leadership and properly tracked.</li></ul><div></div><div>
Skills &amp; Qualifications:</div><ul><li>
Minimum 2 years of administrative or reception experience.</li><li>
Excellent organizational, multitasking, and customer service skills.</li><li>
Strong verbal and written communication abilities.</li><li>
Proficiency in Microsoft Office (Word, Excel, Outlook).</li><li>
High attention to detail, confidentiality, and discretion.</li><li>
Bilingual (Spanish) preferred.</li></ul><div></div><div>
The base compensation range for this role is $70,000- $75,000. This role is also eligible for a discretionary annual bonus, as well as access to our comprehensive medical, dental, and vision insurance, life and disability insurance, 401(k) plan (with matching contributions), wellness benefits and all other benefits afforded to full-time Tishman Speyer employees.</div><div></div><div>
This base range reflects a number of factors including, but not limited to, relevant experience, skill sets, and/or licensure required of an individual in this particular role. The base range is also specific to members of Tishman Speyer&rsquo;s New York team, as we&rsquo;ve considered factors specific to this geography.</div><div></div><div>
Tishman Speyer is deeply committed to creating and maintaining a diverse workforce which promotes different views and perspectives. We expect our leaders and employees alike to champion diversity and inclusion practices. Tishman Speyer has several employee affinity and interest groups that provide employees opportunities to develop professional relationships across the business and identify opportunities for development and advancement.</div><div>
We are proud to be an Equal Opportunity Employer and treat all applicants for employment equally based upon job-related qualifications and without regards to race, color, age, sex, sexual orientation, gender identity, gender expression, marital status, military or veteran status, national origin, disability, religion, or any other characteristics protected by law.</div><div></div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><div><br>
</div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div><div></div><div><i>
Tishman Speyer is an equal opportunity affirmative action employer and administers all personnel practices without regard to race, color, religion, sex, national origin, sexual orientation, gender identity or expression, disability, protected veteran status or military status, or any other category protected under applicable law. Tishman Speyer is committed to taking affirmative steps to promote the employment and advancement of minorities, women, persons with disabilities and protected veterans.</i></div><div></div><div><div><div><div><div><div><div><div><div><div><i><br>
</i></div></div></div></div></div></div></div></div></div></div><div></div><div><i>
Disability Assistance</i><i> - Tishman Speyer is committed to being an Equal Opportunity Employer and offers opportunities to all job seekers, including job seekers with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company&rsquo;s career webpage as a result of your disability. You may request reasonable accommodations by sending an email to </i><i>RecruitingAccommodations@tishmanspeyer.com</i></div></div>

Gabriel&Co

<p><b>Job Title: </b>Executive Assistant to the CEO</p><p><b>Location: </b>New York, NY (In-Office &ndash; 5 Days per Week)</p><p><b>Company: </b>Gabriel &amp; Co.</p><p><b>Compensation Range: </b>$90k to $110k</p><p><b>About Gabriel &amp; Co.</b></p><p>Gabriel &amp; Co. is a New York&ndash;based approachable luxury jewelry brand with a reputation for craftsmanship, innovation, and strong partnerships with independent retailers. As a vertically integrated company with global reach, we design, manufacture, and distribute fine jewelry collections that combine timeless elegance with modern design.</p><p><b>Position Overview</b></p><p>Gabriel &amp; Co. is seeking a highly organized, proactive, and polished Executive Assistant to the CEO to support the day-to-day operations of the Chief Executive Officer. This role is ideal for someone who thrives in a fast-paced environment, enjoys managing complex schedules and projects, and serves as a trusted partner to senior leadership.</p><p>The Executive Assistant will play a critical role in ensuring the CEO operates efficiently by managing professional and personal priorities, coordinating travel and logistics, supporting special projects, and serving as the primary host for visitors to the Gabriel &amp; Co. headquarters.</p><p>This role requires strong attention to detail, exceptional communication skills, discretion, and the ability to anticipate needs before they arise.</p><p><b>Key Responsibilities</b></p><p><b>Executive Support</b></p><ul><li>Manage the CEO&rsquo;s professional and personal calendar, including scheduling meetings, appointments, and events.</li><li>Coordinate domestic and international travel, including flights, hotels, ground transportation, and detailed itineraries.</li><li>Prioritize and manage incoming requests to ensure the CEO&rsquo;s time is used effectively.</li><li>Prepare materials, presentations, and briefing documents for meetings.</li><li>Assist with follow-ups and coordination on key projects and initiatives led by the CEO.</li><li>Handle confidential information with discretion and professionalism.</li></ul><p><b>Office &amp; Reception Management</b></p><ul><li>Serve as the first point of contact for visitors at Gabriel &amp; Co.&rsquo;s headquarters.</li><li>Manage the reception desk, greeting guests, coordinating meeting logistics, and ensuring a welcoming office environment.</li><li>Coordinate conference room scheduling and meeting setup.</li><li>Manage office logistics related to executive meetings and guests.</li></ul><p><b>Communication &amp; Coordination</b></p><ul><li>Act as a liaison between the CEO and internal teams, external partners, and clients.</li><li>Draft and manage professional correspondence on behalf of the CEO.</li><li>Ensure clear and timely communication across departments.</li><li>Track key action items and ensure follow-through on commitments.</li></ul><p><b>Personal &amp; Administrative Support</b></p><ul><li>Assist with personal scheduling, appointments, and travel logistics for the CEO as needed.</li><li>Support personal administrative tasks to ensure seamless coordination between professional and personal obligations.</li><li>Manage expense reporting and related administrative tasks.</li></ul><p><b>Qualifications</b></p><ul><li>5+ years of experience supporting a senior executive or CEO.</li><li>Exceptional organizational and time management skills.</li><li>Strong written and verbal communication skills.</li><li>Ability to manage multiple priorities while maintaining attention to detail.</li><li>Professional demeanor with strong interpersonal skills.</li><li>High level of discretion and confidentiality.</li><li>Proactive mindset with the ability to anticipate needs.</li><li>Proficiency in Microsoft Office, Google Workspace, and calendar management tools.</li></ul><p>Pay: $90,000.00 - $110,000.00 per year</p><p>Benefits:</p><ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee discount</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Vision insurance</li></ul><p>Experience:</p><ul><li>senior executive/CEO executive assistant: 5 years (Required)</li></ul><p>Ability to Commute:</p><ul><li>New York, NY 10036 (Required)</li></ul><p>Work Location: In person</p>

Executive Assistant to the CEO

City University of New York

<div><p>Confidential Executive Assistant - Office of the Dean</p>
<p><b>POSITION DETAILS</b></p>
<p>The CUNY School of Medicine (CUNY SoM) located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine (SoM) in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Master&rsquo;s Degree (27 months program). True to its legacy of access, opportunity, and community transformation, the medical school&rsquo;s mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on training high quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York&rsquo;s medically under-served communities. As a major priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to more closely reflect the diversity of our student body.</p>
<p>The School of Medicine is currently seeking a Confidential Executive Assistant. The successful candidate will play a crucial role in providing high-level administrative support, including managing complex schedules, coordinating travel, and assisting with daily operations. This role will serve as a key resource of administrative support for the Office of the Dean and act as primary point of contact and gatekeeper, handling inquiries and requests as necessary. This role will also assume oversight responsibility for coordinating and managing the daily administrative functions and logistics, ensuring all duties align with the guidance provided by the Dean.</p>
<p>Reporting to the Chief of Staff and or the Dean, the Confidential Executive Assistant&rsquo;s duties include but are not limited to the following responsibilities:</p>
<ul><li><div>Provide executive-level administrative support, including directing incoming calls; taking detailed messages; scheduling meetings (in-person &amp; virtual) and conference calls; overseeing multiple calendars; managing, prioritizing and responding to phone messages and emails;</div></li>
<li><div>
Create meeting minutes by taking detailed notes and recording action items during various meetings and maintain a meeting minutes log; Improve and maintain executive office file storage/management and administrative business processes.</div></li>
<li><div>
Prepare comprehensive agendas for meetings and conferences, ensuring all relevant materials are readily available for participants; Facilitate high-level correspondence and communications, including scheduling conference calls via Zoom, MSTeams, Cisco Webex Meetings and in-person one-on-one and up to large group meetings.</div></li>
<li><div>
Provide logistical support for special programs, professional development, and internal and external meetings (in-person and virtual), including preparing materials, organizing participant schedules and arranging space and technology needs;</div></li>
<li><div>
Coordinate complex domestic and international travel arrangements for the Dean, ensuring all details are meticulously organized and itinerary is communicated in advance; Arrange for daily transportation services to and from the office, ensuring punctuality and efficiency for the Dean and special guests as well as travel and itinerary for special guest when needed.</div></li>
<li><div>
Collaborate closely with the Chief of Staff regarding daily office management, providing necessary reports and updates to ensure the office is running efficiently; Work on special project for the Dean and Chief of Staff; Assist the Chief of Staff in scheduling tours of facilities, and organizing site visits for special guests and visitors.</div></li>
<li><div>
Monitor office inventory, order supplies as needed, and adhere to the timely processing of various reports using CUNY-Buy; adhere to timely processing of travel reports.</div></li>
<li><div>
Maintain a high degree of professionalism and discretion in handling confidential information.</div></li>
<li><div>
Work closely with the Dean and various members of the leadership team to organize special projects, events and activity timelines; Utilize administrative systems and processes to track commitments and ensure completion milestones.</div></li>
<li><div>
Conduct thorough research on a diverse array of topics and produce findings into recommendations in support of the Dean&rsquo;s needs; Meet predetermined deadlines for coordinating activities (reports, meetings, workshops, training, etc.);</div></li>
<li><div>
Perform other duties as assigned by the Chief of Staff, Dean, or designee.</div></li>
</ul>
<p><b>QUALIFICATIONS</b></p>
<p>Bachelor's degree and four years' related experience required.</p>
<p><b>PREFERRED QUALIFICATIONS:</b></p>
<ul><li><div>Master&rsquo;s degree in Business Administration or related field and five years of experience in administrative support role with at least 3 years year of experience directly supporting senior/executive level staff.</div></li>
<li><div>
1-2 years of experience working in Higher Education within an urban setting.</div></li>
<li><div>
Excellent organizational, analytical, communication and interpersonal skills required.</div></li>
<li><div>
Experience with CUNYFirst or Peoplesoft, CUNY Buy, and other CUNY systems.</div></li>
<li><div>
Proficiency using Microsoft Office applications (Outlook, PowerPoint, Word and Excel); video conferencing platforms (WebEx, MS Teams and Zoom);</div></li>
<li><div>
Demonstrated problem solving, strong project management, research skills, and technology savviness/computer literacy are preferred.</div></li>
<li><div>
Ability to manage multiple projects simultaneously for different stakeholders and meet project deadlines.</div></li>
<li><div>
Ability to work well both independently and collaboratively in a diverse and rapid-paced academic medical environment. Experience working with underrepresented, low-income, and marginalized students working in health-related or STEM (Science, Technology, Engineering, Mathematics, and Medicine) fields or other health professional pipeline programs is highly desirable.</div></li>
<li><div>
Advanced understanding of the importance of inclusion in academic medicine and the impact of educational and healthcare disparities on medicine.</div></li>
<li><div>
Knowledge of CUNY policies and procedures.</div></li>
<li><div>
Demonstrated experience working in the C-Suite; collegiately and confidentially.</div></li>
<li><div>
Ability to work some evenings and weekends.</div></li>
</ul>
<p><b>CUNY TITLE OVERVIEW</b></p>
<p>Supports a Campus or University Executive as a Confidential Assistant, organizing and supervising unit activities.</p>
<ul><li><div>Creates appointment and meeting schedules, arranges meetings, and prepares for a variety of special events; maintains an ongoing calendar of reports, deadlines, and key dates and incorporates these into a schedule</div></li>
<li><div>
Coordinates Executive communications, including those requiring a high degree of sensitivity; responds to public inquiries as well as requests from within the Campus/University community</div></li>
<li><div>
Organizes, creates, and distributes key, complex management reports with a high degree of accuracy</div></li>
<li><div>
Organizes, manages, and tracks written and email correspondence, maintaining logs and records of follow-up activities</div></li>
<li><div>
Procures required internal and external resources and services and manages their utilization</div></li>
<li><div>
May supervise office staff, performing basic Human Resources functions such as recruiting and interviewing</div></li>
<li><div>
Participates in special projects and efforts to improve unit effectiveness</div></li>
<li><div>
Performs related duties as assigned.</div></li>
</ul>
<p>This position is excluded from union representation.</p>
<p><b>CUNY TITLE</b></p>
<p>Higher Education Assistant</p>
<p><b>FLSA</b></p>
<p>Non-exempt</p>
<p><b>COMPENSATION AND BENEFITS</b></p>
<p>Salary Range: $76,937 - $86,741</p>
<p>Salary commensurate with education and experience.</p>
<p>CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.</p>
<p><b>CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will be adjusted by 3.5% effective 9/1/26, in accordance with the terms of the PSC-CUNY collective bargaining agreement.</b></p>
<p><b>HOW TO APPLY</b></p>
<p>Visit www.cuny.edu, access the employment page, log in or create a new user account, and search for this vacancy using the Job ID: 31926 or Title: Confidential Executive Assistant. Select &quot;Apply Now&quot; and provide the requested information.</p>
<p>Candidates should provide a resume and cover letter.</p>
<p><b>CLOSING DATE</b></p>
<p>Open until April 12, 2026.</p>
<p><b>JOB SEARCH CATEGORY</b></p>
<p>CUNY Job Posting: Managerial/Professional</p>
<p><b>EQUAL EMPLOYMENT OPPORTUNITY</b></p>
<p>CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.</p>
<p><b>Job ID: </b>31926</p>
<p><b>Location: </b>CUNY School of Medicine</p>
<p><b>Job Type: </b>Full-Time</p></div>

Confidential Executive Assistant - Office of the Dean

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Confidential Executive Assistant - Office of the Dean