Executive Assistant to the Head

Vacancy summary: 
The School of Public Policy (SPP) at Central European University (CEU) invites applications for the Executive Assistant to the Head position. The Executive Assistant will provide executive support on a daily basis, managing the Head’s schedule and related communication, assisting with a range of operational matters related to the work of the Head and liaise with SPP senior professional 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, with strong written and verbal communication, as well as 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, 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.
Position for: 
Staff
Full-time

Executive Assistant to the Head

School of Public Policy

Starting date:

As soon as possible

Application deadline:

open-ended, review to begin December 1, 2017

Full Or Part Time:

Full-Time (40 hours/week)

The School of Public Policy (SPP) at Central European University (CEU) invites applications for the Executive Assistant to the Head position.

The School of Public Policy at CEU embodies CEU’s mission with its commitment to advanced research and teaching and socially and morally responsible intellectual inquiry, and its 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.

The Executive Assistant will provide executive support on a daily basis, managing the Head’s schedule and related communication, assisting with a range of operational matters related to the work of the Head and liaise with SPP senior professional 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, with strong written and verbal communication, as well as 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, 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.

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; and 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.
  • Prioritizing conflicting needs; handling matters expeditiously, proactively, and follow-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 and faculty hire searches. Organizer and minute-taker for all School-related meetings.
  • Ensuring smooth operation of the SPP office
  • Handling and sorting incoming mail, shared email accounts and being the first point of contact for telephone callers; handling SPP’s DHL account
  • Monitoring and ordering supplies, stationery, business cards, and other requested merchandise
  • Managing floor plan and room assignments for guests
  • 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 administration
  • Acting as School contact point for Human Resources Department, responsible for administration of forms, vouchers, payroll
  • Acting as key contact point for CEU’s Campus Services Group for fixing, moving, cleaning and installation-related issues; management of keys for offices

 Qualifications:

An ideal candidate will have:

  • Strong organizational skills that reflect 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, 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.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.

 Compensation

We offer a competitive salary that is commensurate with experience as well as a dynamic and international academic environment. The initial contract is for 1 year with the possibility of renewal.

 How to apply:

Applicants need to submit:

  • A cover letter, directly explaining how your experience fits the responsibilities and expectations of this position, and
  • a full resume, with names and e-mail addresses of three professional references.

Please send your complete application package in one pdf file to: advert021@ceu.edu - including job code in subject line: 2018/021.

Review of applications will begin December 1, 2017 and continue until the position is filled. Short-listed candidates will be contacted with requests for further information. No paper applications please.

CEU is an equal opportunity employer.

About the School of Public Policy

SPP is a multi-disciplinary and global public policy School at Central European University in Budapest. In its degree and non-degree programs, SPP aims to create an educational experience that involves not only the acquisition of skills and knowledge but also the cultivation of a mindset that emphasizes entrepreneurship, innovation, cultural awareness and a commitment to the public good. SPP offers three master's degrees in public policy, and the public policy track of the Doctor of Philosophy in Political Science program. The programs are tailored for students from around the world seeking careers in the public, private, and not-for-profit sectors at the local, national, and international levels. The School boasts a team of outstanding resident faculty, world-class visiting faculty made up of top researchers and practitioners in the public policy field who bring a wide array of academic and practical subjects to SPP's diverse classroom.

 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 located in Budapest, and 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

How to apply: 
Applicants need to submit: A cover letter, directly explaining how your experience fits the responsibilities and expectations of this position, and a full resume, with names and e-mail addresses of three professional references. Please send your complete application package in one pdf file to: advert021@ceu.edu - including job code in subject line: 2018/021. Review of applications will begin December 1, 2017 and continue until the position is filled. Short-listed candidates will be contacted with requests for further information. No paper applications please.