Executive Assistant (71101)

About Pratt Pratt Institute provides the creative leaders of tomorrow the professional knowledge and experience to make a better world. A world-class and internationally ranked college with programs in art, design, architecture, liberal arts and sciences, and information studies, Pratt offers nearly 50 undergraduate and graduate degree programs.

The Institute’s impact expands beyond its 25-acre residential campus in Brooklyn to cutting-edge facilities throughout the borough, a landmark building and public gallery in Manhattan, as well as an extension campus, Pratt Munson College of Art and Design in Utica, New York. On Governors Island, Pratt is a core partner on the Stony Brook University team selected to develop the New York Climate Exchange, a research and educational hub poised to establish New York City as the global leader for the most pressing issue of our time: climate change. Another extension of Pratt’s campus is the Research Yard, a 20,000-square-foot facility that brings together the research activities of Pratt Institute under one roof in the Brooklyn Navy Yard (BNY).

Education Since our founding in 1887, Pratt has upheld the belief that education should be accessible to all who wish to learn. As a community, we define ourselves as standard setters who are:

• Resourceful and collaborative problem solvers,
• Socially responsible and equity-centered creatives,
• Adaptable and resilient global stewards,
• Inquisitive and compassionate community members.

Description The Executive Assistant & Office Manager serves as executive assistant to the Vice President for Engagement, Culture & Community, and manages operations for the department.

Examples of Duties Executive Support

• Provide direct administrative support to the Vice President for Engagement, Culture & Community, including managing calendar, scheduling meetings, arranging travel and conference registrations.
• Serve as a liaison between executive leadership, staff, and external stakeholders, ensuring timely communication and follow-through.
• Draft, edit, and proofread correspondence, presentations, and reports.
• Assist in decision-making by organizing information and prioritizing tasks.

Office Management :

• Manage day-to day logistics for the Office of Engagement, Culture & Community including overseeing team calendars, creating and annotating team meeting agendas, and scheduling a high volume of internal and external meetings with faculty, students, staff, alumni and community partners.
• Manage subscriptions and professional organization memberships, conference registrations and coordinate travel arrangements for team members.
• Research and organize team building activities, including outings, lunches, professional development opportunities and retreats.

Budget :

• Manage budgets and all financial transactions for the Engagement, Culture & Community, The Common Ground, and the Black Alumni of Pratt.
• Prepare budget forecasts, maintains accurate financial records, reconciles purchasing card expenses, and processes financial transaction forms, expense reports, invoices, reimbursements, sponsorships, purchase orders and budget transfers.

Committee and Council Support :

• Support Board of Trustees Community and Culture Committee activities, including meeting preparation, minutes, logistics, and follow-up.
• Support Council for Community and Culture in practice activities, including meeting preparation, minutes, logistics, and follow-up.
• Create briefing materials and meeting agendas, compile data, institutional updates and other essential information for presentations and reports.

Training and Workshops : Coordinate all logistics for Office of Engagement, Culture & Community workshops, manage and tracks registrations and certificate completions, process faculty stipends, send out pre and post course materials and communications.

Operations And Logistics

• Manage operations for the Office of Engagement, Culture & Community including ordering supplies and tracking inventory, maintaining files, updating databases and mailing lists.
• Draft and edit meeting notes, agendas, and office communications.

Website Management : Oversee the Engagement, Culture & Community website, and manage edits to various webpages as needed in partnership with Communications and Marketing.

Event Planning Plan and organize events and large meetings as needed;…