Executive Assistant to the President

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY).

The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries.

We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary Location:

RESEARCH FOUNDATION OF C.U.N.Y.

Bargaining Unit:

Yes

SUMMARY:

Reporting directly to the President, the Executive Assistant to the President provides high-level executive, administrative, and operational support. The Executive Assistant exercises independent judgment, maintains strict confidentiality, and manages sensitive communications, scheduling, and coordination of activities.

The Executive Assistant oversees and coordinates executive-level administrative functions for the President’s Office and works collaboratively with the Project Manager and the Director of Communications to ensure the efficient operation of the President’s Office.

DUTIES AND RESPONSIBILITIES:

•    Manage and coordinate the President’s complex and dynamic calendar, including prioritization of meetings, scheduling conflicts, and executive commitments.

•    Coordinate executive-level meetings, Board-related meetings, special events, and strategic initiatives involving internal and external stakeholders.

•    Serve as a primary point of contact for the President’s Office and maintain professional communication with senior leadership, Board members, government officials, external partners, and campus leadership.

•    Review, prioritize, and manage sensitive correspondence, communications, and requests directed to the President.

•    Working closely with the Director of Communications, prepare, review, edit, and finalize reports, presentations, briefing materials, agendas, talking points, and executive correspondence.

•    Coordinate travel arrangements and related logistics for the President.

•    Support preparation and coordination of Board and Board Committee meeting materials and logistics, in collaboration with the Deputy Secretary to the Board.

•    Maintain confidential files, records, and sensitive information with discretion and professionalism.

•    Coordinate follow-up activities and track assignments, action items, and deadlines related to the President’s meetings and initiatives.

•    Manage Executive Time-Off requests in established time-keeping system and keep track of the Executive Time-Off calendar.

•    Coordinate scheduling, office operations, visitor management, meeting logistics, and administrative support activities.

•    Assist with planning and coordination of executive events, employee meetings, leadership meetings, and special institutional functions.

•    Manage and monitor executive office administrative processes, including approvals, records maintenance, expense reconciliation, and related operational activities.

•    Coordinate internal department meetings, including Human Resources, Finance, Legal, Grants & Contracts, Procurement & Payables, Information Technology, and Facilities.

•    Perform other related duties and special projects assigned.

QUALIFICATIONS:

•    Bachelor’s degree preferred with at least three years’ executive support experience in a complex office environment supporting senior leadership or C-Suite executive.

•    Demonstrated experience supporting executive-level operations, scheduling, communications, and coordination activities.

•    Excellent organizational, interpersonal, verbal, and written communication skills.

•    Strong problem-solving skills and ability to exercise independent judgment and initiative.

•    Ability to manage multiple priorities in a fast-paced environment while maintaining exceptional attention to detail.

•    Ability to handle confidential and sensitive information with professionalism and discretion.

•    Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and related office technology.

•    Demonstrated ability to coordinate effectively with internal and external stakeholders at all organizational levels.

•    Event planning and executive meeting coordination experience strongly preferred.

•    Ability to work onsite and adjust schedule, as needed, to support executive office operations.

The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer.  It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

Pay Range:

$75,863-$88,507

RFCUNY Benefits
RFCUNY Employee Benefits and Accruals (link to https://www.rfcuny.org/RFWebsite)

About the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.
RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.

Equal Employment Opportunity Statement
The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.