Executive Assistant to the President

Job Type

Administrative

Salary Range

$85,000-$90,000

FLSA Status

Exempt

Application Deadline

Apr 01, 2027

Job Description

The Executive Assistant to the University President provides high-level administrative, organizational, and strategic support to the President, ensuring the effective and efficient operation of the Office of the President. This position requires exceptional judgment, discretion, professionalism, attention to detail, and the ability to anticipate needs and manage competing priorities in a fast-paced university environment.

The Executive Assistant serves as a key liaison between the President and members of the university community, including senior administrators, trustees, faculty, staff, students, alumni, donors, prospective donors, and external constituents.

The individual in this role is responsible for managing presidential correspondence, coordinating complex calendars and appointments, arranging domestic and international travel, and facilitating meetings related to institutional advancement, fundraising, donor relations, and university development initiatives. The position requires a high degree of confidentiality, diplomatic communication, and the ability to represent the President's Office with professionalism and sound judgment.

Essential Duties and Responsibilities

1. Presidential Correspondence and Communications

Draft, edit, proofread, and coordinate correspondence on behalf of the President, including letters, invitations, acknowledgments, memoranda, talking points, and other communications.

Manage incoming and outgoing correspondence, prioritizing matters requiring presidential attention and ensuring timely responses and follow-up.

Prepare personalized correspondence for trustees, donors, alumni, university partners, government officials, and other important constituents.

Maintain appropriate records of presidential correspondence and communications.

Ensure all written communications reflect the President's voice, institutional priorities, and standards of professionalism.

2. Calendar Management and Appointment Coordination

Manage the President's complex calendar, including internal meetings, external appointments, university events, speaking engagements, and special initiatives.

Coordinate and schedule meetings with trustees, senior leadership, faculty, staff, donors, alumni, government representatives, and community partners.

Assess scheduling priorities, resolve conflicts, and anticipate calendar needs.

Prepare briefing materials, agendas, background information, and supporting documents in advance of meetings.

Confirm appointments, coordinate logistics, and ensure appropriate follow-up and action items.

Exercise discretion in managing access to the President and determining appropriate scheduling priorities.

3. Travel Planning and Logistics

Coordinate all presidential travel, including domestic and international itineraries, transportation, accommodations, and meeting arrangements.

Prepare comprehensive travel itineraries with relevant contact information, schedules, reservations, and logistical details.

Coordinate travel associated with trustee meetings, conferences, university events, donor visits, fundraising initiatives, and institutional partnerships.

Manage travel changes, cancellations, and unexpected logistical challenges.

Prepare and process travel-related documentation, expense reports, and reimbursements in accordance with university policies.

4. Development, Advancement, and Donor Relations Support

Coordinate meetings between the President and current or prospective donors, alumni, foundation representatives, corporate partners, and other development constituents.

Work closely with the university's advancement and development teams to schedule donor cultivation, solicitation, stewardship, and relationship-building meetings.

Assist in preparing briefing materials, donor profiles, meeting agendas, background information, and follow-up correspondence.

Coordinate presidential participation in fundraising events, campaign activities, donor receptions, and special advancement initiatives.

Track meeting follow-ups, correspondence, commitments, and action items in coordination with appropriate university personnel.

Maintain the highest standards of confidentiality regarding donor information, philanthropic interests, and university development activities.

5. Meeting and Event Coordination

Coordinate presidential meetings, executive briefings, committee meetings, special events, and university functions.

Arrange meeting locations, technology, catering, materials, and other logistical requirements.

Prepare agendas, distribute materials, record decisions when appropriate, and monitor follow-up items.

Support the President's participation in Board of Trustees meetings, commencement, university ceremonies, conferences, and institutional events.

Collaborate with departments across the university to ensure seamless coordination of presidential engagements.

6. Office Administration and Executive Support

Serve as a central point of contact for the Office of the President, responding to inquiries and directing matters to the appropriate individuals.

Maintain organized electronic and physical files, confidential records, and presidential office documentation.

Assist with special projects, institutional initiatives, reports, and presentations as assigned.

Coordinate with senior administrators and university departments to ensure timely communication and completion of presidential priorities.

Anticipate administrative needs and proactively identify opportunities to improve office efficiency and effectiveness.

Perform other duties as assigned by the President.

Required Qualifications

Bachelor's degree preferred; equivalent combination of education and substantial executive administrative experience may be considered.

Minimum of five years of experience providing executive-level administrative support, preferably to a senior executive, university president, CEO, or other high-level institutional leader.

Exceptional written and verbal communication skills.

Demonstrated experience managing complex executive calendars, travel arrangements, and high-level meetings.

Strong organizational, planning, prioritization, and time-management skills.

Advanced proficiency in Microsoft Office, Outlook, Word, Excel, PowerPoint, and virtual meeting platforms.

Ability to handle highly confidential and sensitive information with discretion and sound judgment.

Demonstrated ability to interact professionally with senior executives, trustees, donors, alumni, and external stakeholders.

Preferred Qualifications

Experience working in higher education or a similarly complex institutional environment.

Familiarity with university advancement, fundraising, donor cultivation, and stewardship activities.

Experience coordinating Board of Trustees meetings and executive-level events.

Familiarity with donor databases and constituent relationship management systems.

Experience drafting correspondence on behalf of senior executives.

Core Competencies

The successful candidate will demonstrate:

Discretion and Confidentiality: Exceptional judgment in handling sensitive institutional, personnel, financial, and donor-related matters.

Executive Presence: Professionalism, diplomacy, confidence, and sound judgment when interacting with internal and external constituents.

Anticipatory Thinking: Ability to recognize needs, identify potential challenges, and proactively support the President's priorities.

Communication Excellence: Strong writing, editing, interpersonal, and relationship-management skills.

Organization and Attention to Detail: Ability to manage multiple priorities while maintaining accuracy and consistency.

Adaptability: Flexibility in responding to changing schedules, emerging priorities, and time-sensitive requests.

Relationship Management: Ability to build effective working relationships across all levels of the university and with external stakeholders.

Initiative and Problem-Solving: Ability to work independently, exercise sound judgment, and resolve issues efficiently.

Working Relationships

The Executive Assistant works closely with the President and maintains regular interaction with:

Board of Trustees and Board leadership

President's Cabinet and senior university administrators

Office of University Advancement and Development

Alumni Relations and Donor Relations

Faculty, staff, and students

Government, civic, corporate, and community partners

Donors, prospective donors, and university friends

Position Expectations

The Executive Assistant is expected to serve as a trusted administrative partner to the President, ensuring that the President's time, communications, meetings, and engagements are managed thoughtfully and efficiently. The position requires flexibility, occasional work beyond standard business hours, and availability to support presidential travel and special university events as needed.

The overall objective of this position is to maximize the President's effectiveness by providing outstanding executive support, facilitating important institutional relationships, and ensuring the seamless coordination of the activities and priorities of the Office of the President.

LIU is an equal opportunity employer. LIU is committed to extending equal opportunity in employment to all qualified candidates who can contribute to the diversity and excellence of our academic community. LIU encourages applications from all qualified individuals without regard to race, color, religion, genetic information, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability or any other basis protected by applicable local, state or federal laws. Hiring is contingent on eligibility to work in the United States.

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