Dean's Executive Assistant supporting the Dean of the College of Liberal Arts & Social Sciences. Managing schedules, events, and communications while ensuring professional representation of the college.
About the role
- Executive Assistant providing administrative support to EVPs at NYC Tourism + Conventions. Coordinating schedules, meetings, and communication for efficient operations.
Responsibilities
- Manage complex and frequently changing calendars across three EVPs; schedule internal and external meetings with precision and confidentiality.
- Anticipate scheduling conflicts and prioritize meetings based on strategic importance.
- Coordinate meeting logistics, including space reservations, virtual links (Zoom/Teams), catering, and materials preparation.
- Handle expense report processing and reconciliation (via Expensify) for the three EVPs.
- Provide travel coordination support (minimal travel expected; EVPs may book directly).
- Maintain organized digital and physical filing systems; help standardize shared drives for each EVP’s area.
- Assist with data entry and updates in the organization’s CRM as needed, supporting larger departmental projects or clean-up efforts.
- Maintain an organized tracking system for invoices, recurring deadlines (all-staff meetings), key deliverables, and ongoing initiatives across departments.
- Schedule and coordinate external and internal meetings as needed (e.g., Committees of the Membership, cross-department working groups, members and/or clients).
- Prepare agendas, track attendance, take meeting notes, and document key action items as needed.
- Support follow-up communication and ensure deliverables are completed on schedule.
- Support the organization of PowerPoint presentations and briefing materials.
- Assist in compiling departmental updates or data summaries for leadership meetings.
- Assist with registrations, RSVPs, and tracking attendance for conferences, member events, or industry engagements involving the EVPs.
- Provide occasional onsite support for high-level meetings or events hosted by NYC Tourism + Conventions.
- Screen and organize high-volume email correspondence; flag urgent or time-sensitive requests and help prioritize responses.
- Serve as a liaison between the EVPs and internal teams, ensuring clear and timely communication.
- Compile meeting minutes as directed.
Requirements
- Bachelor’s Degree preferred or equivalent experience.
- 4+ years of experience providing executive-level administrative support in a fast-paced environment.
- Exceptional organizational and time management skills with the ability to manage competing priorities.
- Strong written and verbal communication skills.
- High level of discretion, professionalism, and reliability.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Zoom, Teams, and shared drives.
- Experience with CRM systems (Simpleview experience is a plus but not required).
- Collaborative team player with a proactive, problem-solving approach.
Benefits
- Hybrid Schedule: 3 days in-office (Tues/Wed required + 1 flex day); Fridays remote.
- Generous Time Off: PTO days and sick time.
- Holidays: up to 12 paid company holidays, plus extended Winter Break.
- Floating Holiday: 1 per year, front-loaded.
- Healthcare: Premium medical, dental, and vision plans, plus HRA.
- Retirement & Development: Retirement savings plan and professional development opportunities.
- Perks: Cell phone credit to subsidize your plan, monthly commuter allowance.
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