Executive Assistant to the Head

Position: 
Staff
Status: 
Full-time
Application deadline: 
Rolling
Starting date : 
June 1, 2019

Application deadline: Rolling review will begin as soon as applications are received and continue until the position is filled, early applications are encouraged.

The School of Public Policy at Central European University (CEU) invites applications for an Executive Assistant to the Head of the School of Public Policy (SPP) position. The initial contract is for a fixed-term position until July 31, 2019 with a possibility of renewal.

The successful candidate will provide executive support on a daily basis, managing the Head's schedule and related communication, assisting with a range of matters related to the work of the Head and liaise with SPP staff as necessary. The Executive Assistant will also be responsible for office management at SPP. The Executive Assistant will have the ability to exercise good judgment in a variety of situations. The position requires strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. The ideal individual must have strong attention to detail, be able to work under the pressure of deadlines and handle a wide variety of activities and confidential matters with discretion. The individual must be creative and enjoy working within entrepreneurial environment that is mission-driven, results-driven and community-oriented. The Executive Assistant will report to the Head of the School.

The School of Public Policy embodies CEU's mission with its commitment to advanced research and teaching, socially and morally responsible intellectual inquiry, and emphasis on the promotion of real-world applications of established and new interdisciplinary knowledge. SPP offers three master's degrees in public policy and the public policy track of the Doctor of Philosophy in Political Science program.
For more information, please visit http://spp.ceu.edu/.

Duties and responsibilities:

The Executive Assistant completes a broad variety of administrative tasks for the Head, including:

  • Managing a very active calendar of appointments
  • Preparing and managing correspondence that is sometimes confidential
  • Arranging travel plans, itineraries and agendas; compiling documents for travel-related meetings
  • Working closely and effectively with the Head to keep the Head well informed of upcoming commitments and responsibilities; following up appropriately
  • Providing overall support to the Head's Office and its senior staff
  • Administering time sheets, holiday forms, etc.
  • Prioritizing conflicting needs; handling matters expeditiously and proactively; following through on projects to successful completion, often with deadline pressures
  • Interfacing with a variety of different visitors, including high-profile guests, in a professional manner
  • Handling different academic administration responsibilities: academic reports; reappointment, promotion and academic review processes; faculty hire searches
  • Organizing and taking minutes for all School-related meetings
  • Collecting and processing data; maintaining databases; storing and tracking documents for the Head
  • Ensuring smooth operation of the SPP office
  • Handling and sorting incoming mail, shared email accounts and incoming telephone calls as the first point of contact
  • Monitoring and ordering supplies, stationery, business cards and other requested merchandise
  • Managing the floor plan, room assignments and room arrangements for guests, faculty and staff
  • Onboarding and offboarding for employees
  • Responding to ad hoc inquiries related to office management
  • Managing and updating office contact list
  • Setting up new office management workflows that improve the functioning of the School's administration
  • Acting as the School contact for the Human Resources Office and handling the administration of forms, vouchers and payroll
  • Acting as key contact for CEU's Campus Services Group for fixing, moving, cleaning and installation-related issues; managing keys for offices

Qualifications:

An ideal candidate will have:

  • Bachelor’s degree or higher, in any subject
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Demonstrated proactive approaches to problem solving, actively seeking opportunities and proposing solutions
  • Excellent written and verbal communication skills in English (knowledge of Hungarian and other languages is an asset)
  • Very strong interpersonal skills and the ability to build relationships with key stakeholders, including professional staff and external partners
  • Ability to quickly adapt to changes in priorities while also maintaining a focus on accomplishing long-term tasks
  • Ability to be a highly resourceful team player, and also be very effective independently
  • Proven ability to handle confidential information with discretion and be adaptable to various competing demands
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Ability to establish and maintain effective working relations with people of different national and cultural backgrounds; gender and cultural awareness and sensitivity

Requirements

  • Experience supporting senior executives, preferably in a non-profit or private sector organization (experience in an international workplace environment preferred)
  • Experience and interest in internal and external communications
  • Proficiency in Microsoft Office (Outlook, Word Excel, and Power Point) and Adobe Acrobat

Advantage

  • Work experience gained at CEU is an advantage.

Compensation

We offer a competitive salary that is commensurate with experience as well as a dynamic and international academic environment.

How to apply

Applicants need to submit:

  • CV
  • Motivation letter
  • Contact information for two referees

Early applications are encouraged.

Informal enquiries may be addressed to benib@spp.ceu.edu.

Please send your complete application package to:
advert019@ceu.edu - including job code in subject line: 2019/019

About CEU

Central European University (CEU) is a graduate research-intensive university specializing in the social sciences, humanities, law, public policy and management. It is accredited in the United States and Hungary. CEU’s mission is to promote academic excellence, state-of-the-art research, research-based teaching and learning and civic engagement, in order to contribute to the development of open societies in Central and Eastern Europe, the former Soviet Union, and other emerging democracies throughout the world. CEU offers both master’s and doctoral programs, and enrolls more than 1,400 students from over 100 countries. The teaching staff consists of more than 180 resident faculty, from over 50 countries, and a large number of prominent visiting scholars from around the world. The language of instruction is English.

For more information, please visit www.ceu.edu

CEU is an equal opportunity employer.

The privacy of your personal information is very important to us. We collect, use, and store your personal information in accordance with the requirements of the General Data Protection Regulation. To learn more about how we manage your personal data during the recruitment process, please see our Privacy Notice at: https://www.ceu.edu/recruitment-privacy-notice