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About the Role
The Executive Assistant provides high-level administrative, operational, and coordination support to leadership, handling sensitive and confidential information related to executive decision-making, institutional priorities, and external relations. This role requires independent judgment, discretion, and the ability to manage competing priorities in a fast-paced executive environment, with flexibility for critical assignments outside standard business hours.
Responsibilities
- Provide high-level administrative and organizational support.
- Manage and delegate tasks, including handling routine inquiries and anticipating problems.
- Maintain calendars, schedule meetings, and brief leadership on calendar activities.
- Plan all travel for leadership and their companions.
- Process paperwork such as travel, reimbursements, and purchases.
- Serve as a liaison between stakeholders and leadership.
- Assist leadership with ongoing initiatives, including creating presentations, communications, and organizing meetings.
- Assist with special projects and gather/research statistical data for leadership.
- Organize group gatherings.
- Generate meeting notes.
- Oversee the coordination of events.
- Foster collaborative relationships with other Executive Assistants and Administrative Assistants.
- Assist in the preparation of reports and presentations.
- Research and prepare supporting documentation for strategic initiatives.
- Proactively assist with moving projects forward, understanding priorities.
- Initiate follow-up on action items for the leadership team and ensure follow-up meetings are scheduled.
- Coordinate purchase requisitions and maintain office supply inventory.
- Perform other duties or projects as assigned.
Requirements
- Bachelor’s degree (foreign equivalent or higher).
- Two (2) years of full-time administrative experience.
- Experience supporting a senior-level manager.
- Experience 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.
- Additional years (3+) of full-time administrative experience.
- Experience working in a high-profile executive environment, such as a higher education executive office, law, or corporate executive suite.
- Event planning or executive event coordination experience.
- Experience with financial tracking, invoice processing, or expense management systems.
- Demonstrated ability to maintain strict confidentiality.
- Consistently exercise sound judgment and discretion.
- Availability before or after regular business hours for critical assignments.
- Responsiveness through email and other communications outside standard business hours.
Skills
- Microsoft Office
- Google Workspace
- Document preparation
- Basic data tracking
- Complex calendar management
- Travel coordination
- Drafting professional correspondence
- Event planning
- Executive event coordination
- Financial tracking
- Invoice processing
- Expense management systems
- Confidentiality
- Judgment
- Discretion
- Communication
Location
- Stony Brook University
Work Type
- Full-time
- Management Confidential
- FLSA Exempt
Experience Level
- Senior-level support
- 3+ years preferred
Education Level
- Bachelor’s degree
Benefits
- Total rewards
About the Company
- Stony Brook University is committed to excellence in the creation of an inclusive learning and working environment.
- Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities.
Equal Opportunity
- All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status, and all other protected classes under federal or state laws.
- If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting oea_ada@stonybrook.edu. We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message.