Executive Assistant

The New School for Social Research (NSSR), one of eight academic divisions of The New School, seeks a highly organized, detail-oriented individual as Executive Assistant for the Dean’s Office. The NSSR, with approximately 65 full-time faculty, 20 part-time faculty, 60 visiting scholars, and 800 graduate students, is known internationally for its commitment to progressive ideas and its rigorous, interdisciplinary approaches to teaching and learning. 

Reporting to the NSSR Dean, the Executive Assistant provides high level support for the Dean and the Dean’s Office; performs complex administrative duties, with the highest degree of confidentiality and judgment as well as strong communication and customer service skills. 

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

Administrative Support 

• Handles the Dean’s electronic calendar.

• Coordinates complex meetings involving various internal and external departments. 

• Drafts correspondences and remarks on behalf of the dean for his review. Has frequent contact with offices of senior administrators and University officers, which requires ability to deal with discreet and confidential matters and correspondences on behalf of Dean.

• Manages the Dean’s general email account, including distribution of memos. 

• Prioritizes Dean’s to-do list and assists with follow-through on projects. 

• Completes reimbursement and prepares reconciliation reports for Dean’s business credit card.

• Books travel and lodging as needed via University accounts. 

• Acquires thorough knowledge of University including its programs and organization in order to assist Dean in daily duties. 

Communications and Data 

• Organizes the participant notifications, document preparation, room reservations, minute taking and catering for all division-wide faculty and administrative meetings. 

• Maintains accurate, up-to-date email lists of faculty, staff, and board members prior to the start of each semester; works with Dean’s staff to ensure versions of lists remain accessible as needed. 

• Collects, analyzes, and prepares reports of institutional data in collaboration with other staff Manages other special projects as needed, including those with the offices of Development, Alumni Relations, Marketing and Communications, and Enrollment Management. 

Office Management 

• Maintains office staff calendar, including vacation schedules. 

• Responsible for hiring, training, and supervising of work-study students assisting with office tasks. 

• Manages the dean’s office, which includes ordering supplies, maintaining office equipment and keeping a well-running outer office

• Oversees office filing system. 

• May provide event support (reserving rooms for regularly scheduled meetings and events, handling catering and set-up requests, attending evening events on occasion).

• Provides general reception support, directs general inquiries and walk-in traffic.

MINIMUM QUALIFICATIONS

• Excellent computer skills, including word processing, spreadsheet and database management and reporting experience.

• Ability to maintain confidentiality and exercise discretion.

• Must enjoy working in a fast-paced environment, work well under pressure and be able to prioritize work.

• Excellent organizational and interpersonal skills, tact, poise and the ability to handle complex, confidential issues required.

• Dedicated team player with strong customer service orientation

• Bachelor's Degree.

PREFERRED QUALIFICATIONS

• Familiarity with graduate education.

WORK MODE

Hybrid/Split - Employees hired for this position have regularly scheduled, consistent percentage of time on campus, typically 3 days per week, with the rest of the time remote.

SALARY

$65,000 - $80,000 per annum

We look forward to receiving your application!