Confidential Executive Associate - Office of the Dean (Excluded)

The City University of New York; New York (NY); On-site; USD 77,000 - 106,000; Full time

Benefits offered by this job

Health plans

Retirement benefits

Tuition waivers

Paid time off

Job summary

The City University of New York (CUNY) School of Medicine in Harlem seeks a Senior Executive Assistant to provide confidential, executive-level support to the Dean and Chief of Staff. You will manage complex calendars, communications, and travel arrangements for senior leadership, while coordinating meetings and special projects in a fast-paced academic medical environment.

Ideal candidates will have a Bachelor's degree with six years of related experience; preferred are an MBA or related field

Qualifications

• Bachelor's degree and six years' related experience required.
• MBA or related field and five years of experience in administrative support with senior staff preferred.
• 2-4 years of experience in Higher Education within an urban setting preferred.
• Excellent organizational, analytical and interpersonal skills; strong meeting management.

Responsibilities

• Provide senior executive-level administrative support, including directing calls, messaging, scheduling, and calendar management.
• Create meeting minutes and maintain a minutes log; improve file storage and processes.
• Prepare comprehensive agendas and coordinate high-level meetings and conferences (in-person/ virtual).
• Provide logistical support for programs, development, and internal/external meetings; arrange space and tech needs.
• Coordinate complex domestic and international travel arrangements for the Dean; arrange daily transportation for the Dean and guests.
• Collaborate with the Chief of Staff on daily office management and special projects; assist with facility tours and site visits.
• Monitor office inventory and process reports; adhere to CUNY-Buy and travel report processes.
• Maintain confidentiality and professionalism in handling sensitive information.
• Work with the Dean and leadership to organize projects and timelines; track commitments and milestones.
• Conduct research and prepare findings and recommendations for the Dean.
• Perform other duties as assigned by the Chief of Staff, Dean or designee.

Skills

Meeting management

Executive support

Communication

Project coordination

MS Office

Video conferencing

Education

Bachelor's degree +6 years

MBA or related field

Experience supporting senior staff

Higher education experience

Tools

CUNYFirst/Peoplesoft

CUNY-Buy

Microsoft Office

Webex/Teams/Zoom

Job description

POSITION DETAILS The CUNY School of Medicine (CUNY Med) located in the heart of Harlem, 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 Biomedical Education undergraduate program, the school transitioned to the CUNY School of Medicine in 2016. CUNY Med offers an accelerated BS/MD (7-year program) and a Physician Assistant Master’s Degree (28-month program). True to its legacy of access, opportunity, and community transformation, CUNY School of Medicine’s mission is to recruit of those underrepresented in the field of medicine, and to educate/train high quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York’s medically under-served communities.

Responsibilities

• Provide senior executive-level administrative support, including directing incoming calls; taking detailed messages; scheduling meetings (in-person & virtual) and conference calls; overseeing multiple calendars; managing, prioritizing and responding to phone messages and emails.
• 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.
• 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.
• 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.
• 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 guests when needed.
• 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 projects 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.
• Monitors 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.
• Maintain a high degree of professionalism and discretion in handling confidential information.
• 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.
• Conduct thorough research on a diverse array of topics and produce findings into recommendations in support of the Dean's needs; meet predetermined deadlines for coordinating activities (reports, meetings, workshops, training, etc.).
• Perform other duties as assigned by the Chief of Staff, Dean or designee.

Qualifications

Bachelor's degree and six years' related experience required.

Preferred Qualifications

• Master's degree in Business Administration or related field and five years of experience in administrative support role with at least 5 years of experience directly supporting senior/executive level staff.
• 2-4 years of experience working in Higher Education within an urban setting.
• Excellent organizational, analytical, communication and interpersonal, and meeting management skills required.
• Experience with CUNYFirst or Peoplesoft, CUNY-Buy, and other CUNY systems.
• Proficiency using Microsoft Office applications (Outlook, PowerPoint, Word and Excel); video conferencing platforms (Webex, MS Teams and Zoom).
• Demonstrates problem solving, strong project management, research skills and technology savviness/computer literacy are preferred.
• Ability to manage multiple projects simultaneously for different stakeholders and meet project deadlines.
• 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.
• Advanced understanding of the importance of inclusion in academic medicine and the impact of educational and healthcare disparities on medicine.
• Knowledge of CUNY policies and procedures.
• Demonstrates experience working in the C-Suite, collegiately and confidentially.
• Ability to work some evenings and weekends.

Cuny Title Overview

Supports a Campus or University Executive as a confidential assistant in a variety of activities and initiatives as a key team member.

• Organizes and manages projects involving different areas of the Campus or University community, with responsibility for project outcomes.
• Represents the Executive's unit in Campus or University-wide activities, including committees, special initiatives, and implementation of new processes or technology.
• Independently carries out a portfolio of responsibilities under the Executive's purview, such as approvals, student interactions, and monitoring of key activities.
• Manages communications within and outside the unit related to areas of responsibility.
• May serve as Manager of a large Executive Office.
• Performs related duties as assigned.

This position is excluded from union representation.

CUNY TITLE

Higher Education Associate

FLSA

Exempt

Compensation And Benefits

Salary Range: $76,848 - $105,992
Salary commensurate with education and experience.
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.

CLOSING DATE

Open until November 16, 2026.

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

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.

Job ID: 32988

Location: CUNY School of Medicine

Job Type: Full-Time