Administrative Executive Assistant - HEOa

Overview

Lehman College is seeking a highly organized and detail-oriented Administrative Executive Assistant in the Office of the President, reporting directly to the Chief of Staff. This role is ideal for a professional who thrives in a dynamic executive office environment, enjoys supporting multiple projects simultaneously, and has experience providing administrative support within a senior leadership or complex organizational setting.

• Act as primary operational assistant to the Chief of Staff and serve as deputy/point of contact for senior executive support in the absence of other senior assistants.
• Assist with the end-to-end design and coordination of all DEI workshops and programs, from initial content development to full logistical execution. This includes managing all aspects of event planning: creating promotional materials and flyers, scheduling, securing space, researching and preparing materials, liaising with internal departments for AV/IT needs, and coordinating with external vendors for services such as catering. Additionally, this role handles all participant communications, including managing emails and RSVPs, maintaining related records, and executing all DEI outreach logistics.
• Manage executive calendars and inboxes for assigned senior staff; prepare briefing materials, meeting packets and executive profiles.
• Coordinate NYS/CUNY-compliant local and long-distance business travel (air, ground, lodging); prepare pre-travel authorizations (budget estimates), develop itineraries, and reconcile travel expenses via CUNYfirst.
• Administer and update the Office of the President SharePoint site and office databases; curate electronic records, enforce document retention guidelines, and maintain office filing systems.
• Monitor and respond to the public presidential email account; provide front desk/telephone coverage; triage inquiries from students, staff, external partners and government offices.
• Process incoming/outgoing mail; file, rotate and purge documents per record keeping retention guidelines.
• Assist with cross-office collaborations that advance presidential priorities; create and maintain procedural guides, templates and standard operating procedures to institutionalize practices developed during transitions.

Bachelor's Degree and four years' relevant experience required.

Provides support to a Campus or University Executive, organizing and supervising unit activities.

• Creates appointment and meeting schedules, arranges meetings, and prepares for a variety of special events. Maintains an ongoing calendar of reports, deadlines, and key dates and incorporates these into a schedule.
• Coordinates Executive communications, including those requiring a high degree of sensitivity. May respond to public inquiries as well as requests from within the Campus/University community.
• Organizes, creates, and distributes key, complex management reports with a high degree of accuracy.
• Organizes, manages, and tracks written and email correspondence, maintaining logs and records of follow-up activities.
• Procures required internal and external resources and services and manages their utilization.
• May supervise office staff, performing basic Human Resources functions such as recruiting and interviewing.
• May perform related duties as assigned; may participate in special projects and efforts to improve unit effectiveness.

Job Title Name: Administrative Executive Assistant

CUNY

TITLE:

Higher Education Assistant

FLSA: Non-exempt

$89,506 - $98,995, Salary commensurate with education and experience. (Revised)

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.

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