Stony Brook University · 12 hours ago
Executive Assistant, Executive Office
Stony Brook, NY
Full-time
Onsite
Entry, Mid Level
$72K/yr - $85K/yr
2+ years expStony Brook University is seeking an Executive Assistant to the President, a Management/Confidential position within the Office of the President. The role involves providing high-level administrative support, managing executive workflows, and handling sensitive information related to institutional priorities and decision-making.
Higher Education
No H1B
Responsibilities
Support the Senior Executive Assistant on all matters relating to the President, which may include, but is not limited to:
Support the planning, coordination, and execution of presidential initiatives, meetings, and events, including on- and off-campus engagements and interactions with internal and external stakeholders
Coordinate logistics for events hosted by or attended by the President, including RSVP management, guest lists, materials preparation, and liaison with University units and external partners
Assist with quarterly Council meetings and other high-level governance or executive meetings
Conduct background research and assemble briefing materials to support executive meetings and decision-making
Manage travel arrangements, accommodations, and expense documentation for the President and presidential visitors
Coordinate and track presidential correspondence, including congratulatory letters, official signatures, invitations, and special communications
Maintain executive contact lists for institutional correspondence and events
Provide direct support to the President in the absence of the Senior Executive Assistant, including responding to inquiries and managing executive priorities as delegated
Monitor and manage senior leadership inboxes as delegated, triaging correspondence, identifying time-sensitive and confidential matters, and determining appropriate responses or escalation in accordance with executive priorities
Provide administrative support to other members of the Executive Office as needed. This could be with calendar management, special projects, etc
Serve as backup support to Executive Assistants within the Office of the President, ensuring continuity of executive operations
Serve as the first point of contact for visitors to the President’s Office, representing the Executive Office with professionalism and discretion
Oversee the day-to-day functioning of the Executive Office Suite, ensuring readiness of reception areas, conference rooms, and shared executive spaces
Manage office inventory, supplies, equipment, and service requests to support uninterrupted executive operations
Coordinate logistics for internal meetings hosted in the Executive Suite, including room setup, catering, and technical arrangements
Process and triage incoming mail and deliveries, identifying items requiring executive attention and determining appropriate handling
Track and process invoices and expense reports in compliance with University financial policies
Maintain confidential electronic and paper filing systems
Manage executive gift inventory and maintain the office gift log
Maintain and update content for the Office of the President’s website in coordination with University Marketing and Communications
Assist with research and preparation of materials for presidential communications, speeches, and presentations
Contribute to the development and maintenance of social media content for the President
Other duties or projects as assigned as appropriate to rank and departmental mission
Qualification
Required
Bachelor's degree (foreign equivalent or higher)
Two (2) years of full-time administrative or office experience
Proficiency 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
Three (3) or more additional years of progressively responsible administrative experience
Experience working in a high-profile executive environment, such as a higher education executive office or corporate executive suite
Event planning or executive event coordination experience
Experience with financial tracking, invoice processing, or expense management systems
Company
Stony Brook University
The State University of New York at Stony Brook is New York’s flagship university and No. 1 public university.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Harold Paz, M.D., M.S.
EVP Health Sciences, Stony Brook University & Chief Executive Officer, Stony Brook Univ. Medicine
Jonas Almeida
Professor of Biomedical Informatics, Chief Technology Officer
Recent News
2024-10-31
IEEE Spectrum
2023-06-14
SBU News - News & Features at Stony Brook University
2023-06-14
Company data provided by crunchbase