Senior Executive Assistant to the Executive Vice President & Provost

Senior Executive Assistant to the Executive Vice President & Provost

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). Six (6) years of full time administrative experience providing high level support to an executive in a complex organizational environment. Experience managing administrative operations/office management. Experience providing executive meeting preparation through detailed briefings on key stakeholders, organizations and relevant business matters. Experience coordinating complex travel arrangements and managing executive calendars. Experience interacting directly with and providing support to executive-level leadership. Experience with Microsoft Office and/or Google applications and Teams and/or Zoom.

Preferred Qualifications:

Advanced degree (foreign equivalent or higher). Seven (7) years of full time administrative experience providing high level support to an executive in a complex organizational environment. Experience supporting a university president, provost, vice president, dean, or other executive-level leader within a higher education institution. Experience working for a government entity. Supervisory experience.

Brief Description of Duties:

The Office of the Provost at Stony Brook University is seeking a highly experienced Senior Executive Assistant to serve as the primary administrative partner to the Provost. As the Chief Academic Officer and Executive Vice President, the Provost serves at the highest level of university leadership with an expansive portfolio. We are seeking a dedicated professional to ensure the Provost is comprehensively prepared to navigate their daily obligations and strategic priorities, many of which are complex and time-sensitive. The incumbent will take decisive action, delegate related tasks, and ensure complete follow-through on behalf of the Provost. Impeccable professional judgment, utmost discretion, exceptional attention to detail, and strict confidentiality are essential at all times.

Reporting directly to and collaborating closely with the Chief of Staff, the Senior Executive Assistant orchestrates the Provost’s schedule and obligations to maximize the effective use of their time. This includes arranging complex, time-sensitive meetings; coordinating intricate domestic and international travel; and proactively ensuring the Provost receives comprehensive briefing materials well in advance of all engagements. The incumbent will oversee the flow of executive correspondence, utilizing modern office systems to quickly assess, prioritize, and often draft responses on behalf of the Provost. Furthermore, the Senior Executive Assistant will oversee the front office suite—including supervising student interns and/or professional staff—and coordinate with colleagues providing back-up support. As a public-facing representative of the Provost and the Provost’s Office, the Senior Executive Assistant will engage frequently with a wide array of internal and external stakeholders, and will maintain a welcoming, highly professional, and collaborative demeanor. It is expected that this individual is highly resourceful, adaptable, and capable of maintaining a consistent in-person presence, with the flexibility to work occasional nights and weekends as institutional needs arise.

Key Responsibilities

• Manage the daily and long-term schedule of the Provost. This involves regularly coordinating complex meetings at the request of the Provost with internal and external stakeholders; receives and responds in a timely manner to a multitude of requests for meetings with the Provost; researching, requesting and organizing relevant information for meetings.
• Incumbent is responsible for ensuring that the Provost is properly briefed for various meetings, conferences and events which may involve in depth independent research. Compiles pre-meeting/event briefs, talking points, correspondence and research reports for the Provost, ensuring Provost has a daily briefing packet to support preparation and effectiveness in meetings and engagements. Applies exhaustive attention to detail to ensure that the Provost has corresponding materials for meetings and engagements well in advance of each day, verifying that all meeting and event details are reviewed and confirmed.
• Serves as a highly-respected and trusted representative of the Provost, maintaining high-status, trusted, and professional relations…