Executive Assistant

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). Two (2) years of full-time administrative experience. Experience supporting a senior-level manager. Experience with Microsoft Office and/or Google Workspace applications, including document preparation and basic data tracking. Experience with complex calendar management and travel coordination. Experience drafting professional correspondence.

Preferred Qualifications:

Additional years (3+) of full-time administrative experience. Experience working in a high-profile executive environment, such as a higher education executive office, law, or corporate executive suite. Event planning or executive event coordination experience. Experience with financial tracking, invoice processing, or expense management systems.

Brief Description of Duties:

The Executive Assistant provides high-level administrative, operational, and coordination support to their leadership and regularly handles highly sensitive and confidential information related to executive decision-making, institutional priorities, and external relations.

The Executive Assistant exercises independent judgment, discretion, and delegated authority in managing executive workflows, determining priorities, coordinating presidential engagements, and responding on behalf of leadership as appropriate. The nature of the role requires flexibility, sound judgment, and the ability to manage competing priorities in a fast-paced executive environment. The incumbent must be available before or after regular business hours for critical assignments and is expected to maintain responsiveness through email and other communications outside standard business hours. A demonstrated ability to maintain strict confidentiality and consistently exercise sound judgment and discretion is essential.

• Executive Support:
• Provide high-level administrative and organizational support. Manage and delegate tasks such as handling routine inquiries, anticipating problems, and directing inquiries. Maintain calendars, schedule and describe all meetings and appointments, and brief the leadership on their calendar activities. Plan all travel for leadership and those traveling with them. Ensure that the paperwork is processed, such as travel, reimbursements, and purchases. Liaison between stakeholders and leadership.
• Strategic Initiatives:
• Provide assistance to leadership with ongoing initiatives. Provide support in creating presentations, communications, and organizing meetings. Assist with special Projects. Gather and research statistical data for leadership. Organize group gatherings.
• Administrative Support:
• Generate meeting notes. Oversee the coordination of events. Foster strong, collaborative relationships with Executive Assistants and Administrative Assistants throughout the campus community.
• Projects, Reports, and Presentations: Assist in the preparation of reports and presentations. Research and prepare the necessary supporting documentation in support of strategic initiatives. Proactively assist with moving projects ahead with an understanding of priorities.
• Initiate necessary follow-up on action items for leadership team and ensure follow-up meetings and activities are scheduled and executed.
• Coordinate purchase requisitions and maintain inventory of office supplies.
• Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a Management Confidential position. This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status, and all other protected classes under federal or state laws.

Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting oea_ada@stonybrook.edu. We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.

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