FlexStaff is seeking a temp to perm Executive Assistant for our client, a higher education organization located in the Bronx.
Our client is looking for a proactive and highly organized Executive Assistant to provide comprehensive, high-level administrative support to the Vice President of Development. This visible role requires exceptional judgment, independent thinking, and strong customer service in a fast-paced environment.
Key duties include managing complex calendars, coordinating travel, handling communications, tracking projects, and interacting with senior leadership (e.g., President, CEO, Deans, Executives and Department Chairs) and high-profile external stakeholders (e.g., donors, trustees). Provide administrative coverage for other AVPs in the absence of their EAs as needed.
RESPONSIBILITIES
- Manage the Vice President's complex calendar, including scheduling, conflict resolution, and coordinating detailed domestic and international travel with itineraries and briefings.
- Organize and coordinate high-level meetings with various stakeholders, preparing agendas, disseminating materials, and taking minutes as needed.
- Oversee all incoming communications, triage requests, and prepare/edit professional correspondence and documents for the VP's approval.
- Proactively gather and prepare research and briefing materials to ensure the VP is fully prepared for all engagements.
- Collaborate with the Assistant VP to track key projects and maintain the VP's schedule and awareness of critical updates.
- Provide exceptional customer service to all internal and external constituents, including senior leadership, Board members, and donors.
- Utilize Raiser's Edge for data management, reporting, and information retrieval.
- Represent the Vice President with the utmost professionalism, exercise sound administrative judgment, and maintain strict confidentiality.
- Perform additional administrative duties as assigned.
QUALIFICATIONS
Experience:
- High School Diploma and 5+ years of progressively responsible administrative support.
Skills:
- Superior organizational skills and meticulous attention to detail.
- Excellent calendar management, specifically for complex executive meetings.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Exceptional verbal and written communication.
- Strong decision-making ability and sound judgment.
Attributes:
- Exceptional customer service and professional demeanor (phone and in-person).
- Ability to thrive in a fast-paced, high-pressure environment; flexible, proactive, and efficient.
- Unwavering professionalism and strict confidentiality.
- Positive attitude, strong initiative, and ability to quickly learn office operations.
*Additional Salary Detail
The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a team member’s base salary and/or rate, several factors may be considered as applicable (e.g., location, specialty, service line, years of relevant experience, education, credentials, negotiated contracts, budget and internal equity).
