Confidential Executive Associate to the President

Designated a National Historic Landmark and home to the nation?s first Hall of Fame, BCC embodies a longstanding legacy of innovation, ambition, and achievement. Through dedicated faculty, comprehensive student support services, flexible learning options, and a nurturing environment where education transforms lives, Bronx Community College empowers students to succeed academically, professionally, and personally. At BCC, students thrive, futures are shaped, and possibilities are redefined.

The City University of New York and Bronx Community College are committed to maintaining a learning and working environment free from bias, prejudice, discrimination, and harassment. BCC fosters an inclusive, equitable, and respectful community where all individuals are treated fairly and with dignity, regardless of any legally protected characteristic. The College takes all complaints seriously, addresses them promptly and appropriately, and complies with applicable University policies and all federal, state, and local laws.

POSITION OVERVIEW

Reporting to the Executive Chief of Staff and Special Advisor to the President, the Executive Confidential Associate to the President provides high-level confidential administrative and executive support to the Office of the President.

The Executive Confidential Associate manages a broad portfolio of responsibilities related to presidential scheduling, executive correspondence, meeting coordination, constituent services, records management, official events, and the daily administration of the President?s Office.

The position serves as a primary point of contact for individuals and organizations communicating with the Office of the President. The Executive Confidential Associate regularly interacts with senior administrators, faculty, staff, students, CUNY offices, government representatives, community leaders, institutional partners, and members of the public.

The position requires a high degree of discretion, professionalism, responsiveness, sound judgment, and attention to detail. The Executive Confidential Associate independently handles administrative matters within the scope of assigned responsibilities and ensures that the President?s Office operates efficiently, professionally, and in accordance with institutional procedures.

RESPONSIBILITIES

Executive Office Administration

• Manage the daily administrative operations of the Office of the President.
• Maintain the President?s calendar, including meetings, appointments, campus engagements, external events, ceremonial activities, travel, and other official commitments.
• Review, prioritize, and coordinate requests for the President?s attendance, participation, signature, approval, or response.
• Anticipate scheduling needs, identify conflicts, and recommend adjustments based on the President?s availability and established priorities.
• Coordinate meeting logistics, including confirming participants, reserving meeting locations, arranging virtual access, preparing materials, and communicating instructions.
• Maintain administrative tracking systems for correspondence, invitations, signature requests, appointments, meeting requests, and other items directed to the President?s Office.
• Ensure that the President and Executive Chief of Staff receive timely information regarding appointments, deadlines, visitors, and administrative matters.
• Establish and maintain office procedures that support consistency, organization, confidentiality, and timely service.

Presidential Correspondence and Communications

• Draft, edit, proofread, format, and coordinate confidential and routine correspondence on behalf of the President and the Office of the President.
• Prepare letters, memoranda, acknowledgments, invitations, congratulatory messages, certificates, meeting notices, announcements, and other executive communications.
• Review materials submitted for presidential signature to ensure accuracy, completeness, proper formatting, and compliance with established procedures.
• Communicate with College offices to obtain supporting information and required documentation before materials are presented for presidential review.
• Maintain records of correspondence requiring presidential signature, review, response, or acknowledgment.
• Coordinate the distribution of approved presidential correspondence and communications.
• Exercise sound judgment when referring, escalating, or responding to communications received by the President?s Office.

Constituent Services and Executive Liaison

• Serve as a professional liaison between the Office of the President and senior administrators, faculty, staff, students, alumni, CUNY offices, governmental entities, community organizations, institutional partners, and members of the public.
• Receive, review, and appropriately route inquiries, invitations, requests, complaints, and other matters directed to the President.
• Respond independently to routine administrative inquiries and refer matters requiring specialized review to the appropriate College office.
• Maintain records of matters referred to campus offices and send administrative reminders when responses or documentation remain outstanding.
• Handle sensitive constituent concerns with professionalism, discretion, and appropriate confidentiality.
• Communicate with College offices to obtain status information needed to respond to individuals who have contacted the President?s Office.
• Maintain effective working relationships with internal and external stakeholders.
• Represent the Office of the President at meetings, ceremonies, or events, as assigned.

Executive Meetings and Administrative Support

• Coordinate the administrative preparation for presidential meetings, cabinet meetings, leadership meetings, retreats, ceremonies, and other executive activities.
• Prepare agendas, attendance lists, meeting packets, schedules, presentation materials, background documents, and related administrative materials.
• Collect, organize, and format documents submitted by College offices for executive meetings and presidential review.
• Attend meetings, as assigned, and prepare meeting notes, administrative summaries, and lists of matters referred to College offices.
• Distribute approved meeting materials, notes, reminders, and follow-up communications.
• Maintain organized records of meeting dates, participants, materials, and administrative referrals.
• Coordinate the scheduling and logistical requirements of subsequent meetings or discussions requested by the President or Executive Chief of Staff.
• Ensure that meeting records are maintained in accordance with confidentiality and records-retention requirements.

Records and Confidential Information

• Establish and maintain confidential electronic and paper filing systems for the Office of the President.
• Organize executive correspondence, signature materials, meeting documents, approvals, reports, schedules, and other official records.
• Ensure that confidential information is appropriately stored, accessed, distributed, and retained.
• Exercise discretion when handling personnel matters, student concerns, legal communications, executive correspondence, and other sensitive information.
• Retrieve and prepare records requested by the President, Executive Chief of Staff, authorized senior administrators, or CUNY offices.
• Coordinate the filing and retention of official President?s Office documents in accordance with University and College requirements.
• Maintain confidentiality regarding matters discussed or reviewed within the President?s Office.

Presidential Events and Official Activities

• Coordinate the President?s administrative participation in commencements, convocations, receptions, ceremonies, community events, donor activities, recognition programs, and other official functions.
• Manage invitations, RSVPs, guest lists, seating information, schedules, briefing folders, and event-related correspondence.
• Communicate with Facilities, Public Safety, Information Technology, Communications and Marketing, Institutional Advancement, and other offices regarding presidential event arrangements.
• Prepare administrative materials needed for the President?s attendance at official events and engagements.
• Coordinate arrangements for distinguished visitors, government representatives, community leaders, institutional partners, and other guests of the President?s Office.
• Provide on-site executive and administrative support during presidential events, when required.
• Maintain records of presidential invitations, attendance, acknowledgments, and event-related correspondence.

Office Coordination and Administrative Leadership

• Coordinate the distribution and completion of administrative assignments within the Office of the President.
• Provide functional guidance to administrative staff, temporary employees, or student workers supporting the President?s Office, as assigned.
• Monitor office supplies, equipment, document-processing, visitor reception, and other administrative support needs.
• Identify routine administrative workflow concerns and suggest practical improvements to President?s Office procedures.
• Assist with maintaining continuity of President?s Office operations during periods of high activity, staffing transitions, or major campus events.
• Provide confidential administrative support for assignments directed by the President or Executive Chief of Staff.
• Perform related duties as assigned.

QUALIFICATIONS

Bachelor?s degree and four years? related experience required.

Preferred Qualifications:

• Strong knowledge of CUNY policies, procedures, and administrative processes
• Experience supporting senior executives, presidents, vice presidents, or other organizational leaders
• Experience working within higher education, government, nonprofit, or public-sector environments
• Demonstrated ability to manage complex calendars and competing priorities
• Strong written, verbal, and interpersonal communication skills
• Exceptional organizational skills and attention to detail
• Demonstrated ability to handle confidential information with discretion and professionalism
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related office technologies

CUNY TITLE OVERVIEW

Supports a Campus or University Executive as a confidential assistant in a variety of activities and initiatives as a key team member.

• Organizes and manages projects involving different areas of the Campus or University community, with responsibility for project outcomes
• Represents the Executive's unit in Campus or University-wide activities, including committees, special initiatives, and implementation of new processes or technology
• Independently carries out a portfolio of responsibilities under the Executive's purview, such as approvals, student interactions, and monitoring of key activities
• Manages communications within and outside the unit related to areas of responsibility
• May serve as Manager of a large Executive Office
• Performs related duties as assigned.

This position is excluded from union representation.

CUNY TITLE

Higher Education Associate

FLSA

Exempt

COMPENSATION AND BENEFITS

Salary range is $90,838 - $118,070; commensurate with qualifications and experience.

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

HOW TO APPLY

For full consideration, please submit a cover letter and resume online through CUNY?s web-based job system. Your application should address how your experience and credentials align with the responsibilities and qualifications outlined in the job description.

Apply here (External Applicants):

Job Opening - CUNY Job Posting ID #32521

Note for Current CUNY Employees:

Please apply via CUNYfirst Employee Self Service using your login credentials. Once logged in, click the Careers tile on the Employee Self Service Menu page to access job openings.

CLOSING DATE

The posting will close on 08/27/2026

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.