Confidential Executive Coordinator

CONFIDENTIAL EXECUTIVE COORDINATOR

The CUNY Office of Communications and Marketing (OCM) works in partnership with the University’s academic and administrative offices and the 25 colleges to promote CUNY’s unique mission and transformative role as an engine of social mobility. The office includes eight divisions:
Communications, Creative, Marketing, Social Media, Multimedia, University Events, CUNY TV and Citizenship Now! Together the teams manage all aspects of press and public relations, editorial content, art design, publishing, social media, advertisement, web development, TV, video, and podcast production to tell the story of the premier urban public university in the United States.

The Senior Vice Chancellor for the OCM is seeking a highly skilled and discreet Confidential Executive Coordinator to provide high‑level administrative and operational support. This role manages confidential and time‑sensitive assignments, oversees office functions and logistics, and ensures the seamless flow of information. Serving as a key liaison between the office and internal and external stakeholders, the coordinator handles sensitive communications with professionalism, diplomacy, and discretion.

In addition, they proactively identify and escalates critical matters to senior leaders, ensuring timely and strategic decision‑making.

• Provide high‑level administrative and strategic support to the Senior Vice Chancellor and the Associate Vice Chancellor/Chief of Staff.
• Manage complex and dynamic calendars, prioritizing meetings and engagements to align with executive goals and institutional initiatives.
• Assist in maintaining a weekly calendar of deliverables and deadlines of OCM’s eight divisions by coordinating regular updates from team leaders.
• Serve as a key point of contact, facilitating communication between senior leadership, internal departments, and external stakeholders with professionalism and discretion.
• Prepare executive‑level invitations, correspondence, reports, and briefings, ensuring clarity, accuracy, and alignment with leadership priorities.
• Coordinate all aspects of travel, including detailed itineraries, logistics, and expense reconciliation.
• Organize high‑level meetings and engagements, develop agendas, prepare materials, capture key takeaways, and ensure timely follow‑ups.
• Oversee office operations, maintaining executive records, databases, and confidential files with precision and confidentiality.
• Support the execution of strategic initiatives and high‑profile University events, including CUNY Arts, ensuring alignment with leadership objectives.
• Provide additional executive support to the Chancellor’s Office and other senior leadership as needed, adapting to shifting priorities in a fast‑paced environment.
• Assist with other administrative functions as required.

Minimum:

• Bachelor’s degree required.

Preferred:

• Ability to balance various responsibilities to address conflicting priorities and deadlines.
• Prioritize and work accurately in a fast‑paced environment with short turnaround deadlines, managing multiple assignments and projects simultaneously.
• Work under pressure and meet deadlines.
• Collaborate with multiple academic and administrative offices across the University.
• Maintain confidentiality and professionalism.
• Be articulate, self‑motivated, highly resourceful, well‑organized, detail‑oriented and flexible.
• Provide excellent customer service, interpersonal and communication skills to interface with large and diverse internal and external contacts.
• Have at least two years’ experience working in a higher education setting.

• Coordinates office operations such as meetings, communications, events, and reports.
• Maintains extensive files and records for the unit.
• Maintains accurate calendars, schedules, and key dates.
• Collects data, prepares, and distributes reports and presentations using appropriate technology; runs basic system queries and reports.
• Updates office databases, lists, and files to ensure completeness and accuracy; maintains current…