Executive Assistant - Dean Office

Weill Cornell Medicine; New York (NY); Hybrid; USD 67,000 - 91,000; Full time

Job summary

Weill Cornell Medicine in New York's Upper East Side seeks an Executive Assistant to the Dean's Office. The role provides high-level administrative and strategic support, managing confidential information with discretion and coordinating complex scheduling, communications, and projects.

A proactive, professional, and detail‑oriented candidate will excel in this collaborative environment. The position requires a Bachelor's degree and at least five years in an executive support role, with strong

Qualifications

• Bachelor's degree required.
• Minimum of 5 years in an executive support role.
• Experience supporting senior leadership and managing complex schedules and projects.
• Proficiency with Microsoft Office and scheduling software.

Responsibilities

• Manage and maintain the Dean's calendar, schedule meetings, travel, and prepare briefs.
• Coordinate meetings, issue invitations, minutes, and follow up on action items.
• Serve as primary contact between internal and external stakeholders.
• Draft and format professional correspondence and documents.
• Prepare memos and reports; address inquiries and escalate when needed.
• Track initiatives and deadlines; support high-level projects as required.
• Analyze workflows and streamline processes for efficiency.
• Coordinate complex travel details with minimal direction.

Skills

Calendar management

Complex scheduling

Discretion

Communication

Organizational skills

Multitasking

Professionalism

Education

Bachelor's Degree in related field

Tools

Microsoft Office

Scheduling software

Job description

Executive Assistant – Dean Office

Title: Executive Assistant - Dean Office

Location: Upper East Side

Org Unit: Dean's Office Admin

Work Days

Weekly Hours: 35.00

Exemption Status: Non-Exempt

Salary Range: $48.68 - $66.04

• As required under NYC Human Rights Law Int 1208-2018 - Salary range for this role when Hired for NYC Offices

Position Summary

The Executive Assistant to the Dean's Office will report to the Chief of Staff and provide high-level administrative and strategic support, ensuring seamless coordination of daily operations, complex scheduling, communication, and project management. The successful candidate will act as the primary point of contact for internal and external stakeholders, manage confidential matters with discretion, and proactively anticipate needs and optimize effectiveness and efficiency.

This role requires exceptional organizational skills, attention to detail, and the ability to multitask at an executive level. A welcoming and professional demeanor, problem-solving mindset, and commitment to excellence are essential in this collaborative team environment.

Job Responsibilities

• Manage and maintain the calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Prepare agendas, briefings, reports, and documents ahead of meetings.
• Organize and coordinate meetings, including issuing invitations, preparing minutes, facilitating presentations and catering, and ensuring action items are followed up. Handle office correspondence, including emails and phone calls, when needed.
• Act as the primary point of contact between internal and external stakeholders, managing communications efficiently.
• Draft, edit, and format correspondence and other materials with a high degree of professionalism. Ensure correct spelling, grammar, format, etc.
• Prepare and proofread memos and reports. Prepares correspondence and documents independently. Address inquiries and resolve issues in a timely and professional manner, escalating urgent matters as needed.
• Track ongoing initiatives, projects, and deliverables, ensuring deadlines are met and priorities are clearly communicated.
• Assist with high-level projects and initiatives, conducting research and preparing summaries as required.
• Simplify and streamline workflows to ensure effective time-management.
• Coordinate complex travel details, including flight arrangements, hotel bookings, ground transportation, and itineraries under minimal direction.
• Handle sensitive and confidential information with the utmost discretion and professionalism. Ensure compliance with organizational policies, governance standards, and legal requirements in all communications and transactions.
• Maintain a well-organized and efficient office keeping files, documents, and records current and accessible.
• Analyzes practices and procedures to improve workflow and efficiency and provide a high level of executive support.

Education

• Bachelor's Degree in related field required

Experience

• Minimum of 5 years in an executive support role, preferably in an academic, corporate, nonprofit or government setting, or an equivalent combination of education and experience.
• Experience working with senior leadership and managing complex schedules and projects.

Knowledge, Skills and Abilities

• Exceptional organizational skills, attention to detail, and the ability to multitask at an executive level.
• Proven problem-solving skills and ability to manage competing priorities under tight deadlines.
• Flexible and adaptable to changing priorities and schedules.
• Able to work independently, as well as collaboratively within cross-functional teams.
• Must be able to effectively communicate with all levels of the organization.
• Welcoming and professional demeanor, problem-solving mindset, and commitment to excellence are essential.
• Excellent written and verbal communication skills.
• Proficiency in office tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software.
• High level of professionalism and discretion.
• Strong interpersonal skills and ability to build productive working relationships.
• Proactive and resourceful, with a solutions-oriented mindset.

Working Conditions/Physical Demands

• In Person full-time five days during onboarding and training. Hybrid schedule with 3 days in-office and 2 days remote after onboarding and training complete and as allowable given changing business needs.

Cornell welcomes students, faculty, and staff with diverse backgrounds from across the globe to pursue world-class education and career opportunities, to further the founding principle of "any person, any study." No person shall be denied employment on the basis of any legally protected status or subjected to prohibited discrimination involving, but not limited to, such factors as race, ethnic or national origin, citizenship and immigration status, color, sex, pregnancy or pregnancy-related conditions, age, creed, religion, arrest and/or conviction record, military or veteran status, sexual orientation, gender expression and/or identity, an individual's genetic information, domestic violence victim status, familial status, marital status, or any other characteristic protected by applicable federal, state, or local law.

Cornell University embraces diversity in its workforce and seeks job candidates who will contribute to a climate that supports students, faculty, and staff of all identities and backgrounds. We hire based on merit, and encourage people from historically underrepresented and/or marginalized identities to apply. Consistent with federal law, Cornell engages in affirmative action in employment for qualified protected veterans as defined in the Vietnam Era Veterans' Readjustment Assistance Act (VEVRRA). We also recognize a lawful preference in employment practices for Native Americans living on or near Indian reservations in accordance with applicable law.