Executive Assistant Opportunity

JOB DESCRIPTION:

Position Title: Executive Assistant

Location: 250 Vesey Street New York New York 10281 Hybrid Tues/Wed

Duration: 4 Months Contracts plus extension

Must Have skills:

• Advanced Calendar / Scheduling Skills
• Arranging Meetings
• Concur
• Executive/C-Level Support
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Word
• Poised with extreme confidentiality
• Problem Solver Communication Skills Works Well under Pressure Troubleshooting

About the Opportunity:

The Executive Assistant provides high-level administrative and operational support to the Chief Legal and Risk Officer, General Counsel, and Risk Management Division. This role serves as a trusted partner to division leadership, ensuring seamless executive support, operational efficiency, and effective coordination of strategic initiatives. The position requires discretion, sound judgment, strong organizational skills, and the ability to manage confidential information with integrity.

Responsibilities:

In this role, you will:

Provide administrative support to Risk Management Division Leadership (50%)

• Manage complex calendars for the Chief Legal and Risk Officer and the General Counsel, ensuring efficient time management.
• Coordinate division-wide meetings, team retreats, and events, including engagements with internal and external stakeholders.
• Schedule and manage convenings with external General Counsels.
• Coordinate travel arrangements for the Chief Legal and Risk Officer, and General Counsel.Handle expenses for the Chief Legal and Risk Officer, and General Counsel, including reconciliation and budget tracking.Manage the receipt, review, processing, reconciliation, and tracking of legal invoices, ensuring accuracy, compliance with billing guidelines, and timely coordination with Finance and outside counsel.
• Ensure seamless execution of in-person, hybrid, and remote meetings and events; prepare PowerPoint presentations, agendas, and briefing materials as needed.
• Support staff engagement initiatives and division culture efforts.Maintain and update key divisional records, including organizational charts, distribution lists, and other administrative documentation.

Lead special projects and strategic initiatives that result in division-wide impact for Risk Management (30%)

• Support the Chief Legal and Risk Officer, General Counsel, and department leadership with division-wide initiatives, special projects, and administrative tasks as needed.
• Coordinate preparation of materials for the Chief Legal and Risk Officer and department leaders meetings with the College Board President or CEO, Executive Leadership Team, and the Board of Trustees and its committees.
• Identify and proactively execute process improvements and special projects for the division and its various departments.
• Conduct research, coordinate stakeholders, track deliverables, and monitor progress on assigned initiatives.

Manage Divisional Operations (20%)

• Establish and maintain efficient administrative systems and workflows to support the Risk Management division.Track key deliverables, deadlines, and action items across division leadership and ensure timely follow-up.
• Support onboarding of new team members (technology access, documentation, and scheduling).
• Establish structures for divisional communication, knowledge sharing, and engagement activities, including skip-level meetings, interactive office hours, divisional gatherings, and individual syncs at a regular cadence.
• Ensure the smooth, successful, and timely completion of all divisional operations, including budget setting, engagement, compliance training, performance management, and goal setting.

Qualifications:

• Associate s or Bachelor s degree preferred.
• At least 2 years experience in providing executive-level support.
• Strong organization and prioritization skills and the proven ability to move forward multiple projects in concert, both independently and as a member of a team.
• Adept problem-solving skills, including using data to inform decisions and actions.
• Excellent verbal and written communication skills, including facilitating meetings and presenting remotely.
• A strong service orientation, a desire to enhance the work of those you support, and a mindset that considers their success your success.
• Proven ability to build relationships.
• Excellent technical skills including facility with PowerPoint, Word, and Excel; proficiency with Slack, Zoom, and AI a plus.
• Desire to learn, explore, and be challenged.
• Interest in working for a mission-oriented, not-for-profit organization dedicated to improving education.

Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.