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Job Title: Executive Assistant

PVN ID: LE-2505-006870

Category: Clerical/Office Services

Job Description

General Description

The CUNY Mexican Studies Institute at Lehman College seeks a highly organized, proactive, and bilingual (Spanish-English) Executive Assistant to support the Director. The ideal candidate will be a strategic partner, managing various administrative tasks with efficiency, professionalism, and confidentiality. When necessary, assist wi th the planning, execution, and follow-up of initiatives and special projects within the Institute.

This position requires strong organizational and communication skills, as well as a commitment to the mission of the Institute, which advances educational opportunity and research relevant to the Mexican and Mexican-Americans of New York.The Executive Assistant will be central in optimizing the Executive Director’s time and effectiveness by managing calendar scheduling, communications, account reconciliation, work orders, and general administrative operations.

Other Duties

+ Coordinate and maintain the Executive Director’s calendar, scheduling meetings, events, and internal/external engagements. It is important to note that the CUNY Mexican Studies Institute requires fluent written and spoken communication in both Spanish and English.

+ Serve as a point of contact between the Executive Director and stakeholders; draft, organize, and manage email correspondence, memos, and follow-up communications.

+ Create and submit purchase requests, travel authorizations, reimbursement forms, and work orders using RFCUNY and CUNY systems; assist with procurement and account reconciliation.

+ Support the planning, execution, and follow-up of Institute initiatives and special projects.

+ Prepare agendas, compile briefing materials, and ensure the Executive Director is prepared for meetings; attend meetings and take notes as needed.

+ Organize and maintain electronic and physical records, directories, and key administrative documentation.

+ Anticipate needs, troubleshoot workflow issues, and suggest process improvements.

+ Provide logistical and communication support for Institute events and activities.

+ Other duties as assigned.

Qualifications

+ Associate's degree required; Bachelor's degree in Business Administration, Public Administration, Liberal Studies, or a related field preferred

+ At least 3 years of relevant administrative experience; prior experience supporting senior leadership or working in higher education or nonprofits is a plus

+ Proficiency in Microsoft Office Suite, Google Workspace, and social media channels such as Instagram and LinkedIn

+ Experience with RFCUNY, CUNYfirst, and CUNYBuy systems (e.g., purchase requisitions, timesheets) is desirable

+ Excellent written and verbal communication skills

+ Strong organizational, time-management, and problem-solving skills

+ Ability to handle confidential information with discretion and sound judgment

+ Commitment to the mission and values of the CUNY Mexican Studies Institute

+ Bilingual in Spanish and English is required, as professional communication with senior leadership and stakeholders is conducted in both languages

+ It is important to note that the CUNY Mexican Studies Institute requires fluent written and spoken communication in both Spanish and English

+ Organizational Skills: Demonstrates ability to prioritize tasks, manage multiple deadlines, and maintain order in fast-paced environments

+ Communication: Effectively conveys information in both English and Spanish, orally and in writing, with clarity and professionalism

+ Discretion and Confidentiality: Maintains the highest level of integrity when handling sensitive matters and confidential information

+ Technological Proficiency: Comfortable navigating digital tools, platforms, and databases including Microsoft Office, Google Workspace, CUNYfirst, and CUNYBuy

+ Interpersonal Skills: Builds and maintains professional relationships with diverse stakeholders, including senior leadership, students, and external partners

+ Problem Solving: Anticipates challenges and independently develops creative, effective solutions

+ Attention to Detail: Produces accurate work on quality and completeness in documentation, scheduling, and reporting

+ Initiative: Self-motivated and proactive in supporting the Executive Director’s work and advancing the mission of the Institute

RFCUNY Benefits RFCUNY Employee Benefits and Accruals

About the Research Foundation

The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.

RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.

Equal Employment Opportunity Statement The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

Key Features

Department Mexican Studies Institute

Status Part Time

Pay Range $28.20-$28.20

Hour(s) a week 19.00

Closing Date Jul 30, 2025 (Or Until Filled)

Bargaining Unit No

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