Executive Assistant to the Provost

The Executive Assistant to the Provost and Executive Vice President for Academic Affairs provides high-level administrative support to the university’s chief academic officer. This position plays a critical role in the work of the Provost’s Office (PO), which is to ensure academic quality, support faculty, and encourage and lead academic initiatives and innovation across the university and to ensure smooth day-to-day operations. The Executive Assistant has primary responsibility for coordinating the Provost’s calendar and performing a wide range of administrative functions to support the broader mission. This position reports to the Provost and Executive Vice President for Academic Affairs.
 

The ideal candidate will be experienced in handling a broad range of activities and will be able to work independently, proactively, and collaboratively. They must be exceedingly well organized and flexible and enjoy the administrative challenges of supporting an office with diverse constituents and needs. The position requires the ability to interact diplomatically and efficiently with a broad range of individuals, including faculty, students, administrators, trustees, external colleagues, and international visitors. They will be comfortable working to deadlines and remaining flexible, proactive, resourceful, and professional. Excellent communication skills, a high degree of discretion, a commitment to providing excellent service and building positive working relationships, and attention to details are equally important. It is also essential that the candidate for this role readily embrace The New School's core tenets and values that are centered around equity, inclusion, and social justice (EISJ) principles. 

The New School is strongly committed to diversity and inclusion in the workplace and particularly seeks applications from members of underrepresented groups, as well as candidates who share this commitment.

Responsibilities:

• Manage Provost’s calendar and coordinate a full range of logistics including travel, reservations, audio-visual set-up and catering, agendas and documents, etc.
• Manage standing meetings including Provost’s senior staff meetings, and coordinate all agendas and logistics; organize and coordinate various events hosted by the PO as needed.
• In conjunction with Provost’s Chief of Staff and Assistant Director of Administration and Special Projects, support and track Provost’s priorities, projects and needs, both immediate and long-term.
• Draft speaking points and presentations for the Provost for internal meetings, board meetings, public programs, external speaking engagements, etc.; draft and prepare correspondence, reports, and other documents as needed.
• Support Provost-led projects such as academic leadership searches, consultant-led projects, programming with high-profile external visitors, retreats, and special planning sessions.
• Manage the PO general email account, drafting communications and redirecting enquiries as appropriate, and manage the general PO phone line, redirecting calls as needed.
• Maintain all general office mailing lists, shared calendars, etc.; serve as PO liaison to Marketing & Communications for office signage, etc.
• Act as a point person in PO for ensuring efficient operations and smooth flow of information both within the PO and with colleagues across the university; coordinate these efforts with colleagues in President’s and Provost’s Offices, as well as colleagues in divisional offices, and especially coordinate shared responsibilities with Executive Assistant to the President; play a key role in office community building and organizing internal social events.
• Maintain an organized office environment by managing the flow of electronic and paper mail and files, as well as processes for reimbursement and expense reconciliation for Provost; assist in (re)ordering office supplies.
• Co-manage scheduling for the PO conference room calendars.
• Assist other senior PO colleagues as needed.
• Other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree
• Five or more years related administrative experience, preferably in higher education context and/or with a senior executive
• Superior organizational skills and detail orientation; ability to multitask and work deadlines
• Excellent written and oral communications skills
• Ability to maintain confidentiality, exercise good judgment and act professionally, sensitively, and with a high level of discretion
• Ability to anticipate needs and work proactively and collaboratively to manage daily flow of the office
• Orientation to providing excellent service and ensuring a positive rapport across the board
• High proficiency with technology, including Apple and PC hardware and software (especially Google Apps, Microsoft Office)
• Ability to adhere to University COVID-19 policy and requirements.