Confidential Executive Associate - Office of the Dean (Excluded)

Association of Black Sociologists; New York (NY); On-site; USD 77,000 - 106,000; Full time

Job summary

City University of New York's School of Medicine in Harlem seeks a Confidential Executive Associate to provide high-level administrative support to the Office of the Dean. The role includes managing complex calendars, coordinating domestic and international travel, and serving as gatekeeper and primary contact.

Reporting to the Chief of Staff and the Dean, you will prepare agendas, take meeting minutes, arrange virtual and in-person meetings, and assist with special projects while upholding

Qualifications

• Bachelor's degree and six years of related experience required.
• Experience supporting senior/executive staff in a fast-paced environment.
• Experience with travel coordination and complex scheduling.

Responsibilities

• Provide senior executive-level administrative support including calendar management and travel coordination.
• Take meeting minutes and maintain an action-item log with filing improvements.
• Prepare agendas and facilitate meetings using Zoom, MS Teams, and WebEx.
• Coordinate domestic and international travel for the Dean and arrange transportation.
• Support daily office management and assist with special projects and site visits.
• Maintain discretion handling confidential information.
• Research topics and produce recommendations for the Dean's needs.
• Work evenings and weekends as required.

Skills

Organizational skills

Analytical skills

Communication skills

Meeting management

Education

Bachelor's degree

Master's degree in Business Administration or related field

Tools

Microsoft Office (Outlook, PowerPoint, Word, Excel)

Zoom

Webex

MS Teams

CUNYFirst/PeopleSoft

CUNY-Buy

Job description

Confidential Executive Associate - Office of the Dean (Excluded)

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.

The School of Medicine is currently seeking a Confidential Executive Associate. 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 the 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.

Reporting to the Chief of Staff and or the Dean, the Confidential Executive Associate's duties will include but are limited to the following 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

• 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