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Office Manager and Executive Assistant to the Vice President For Pratt Communications and Marketing

Employer
Pratt Institute
Location
Brooklyn, NY

Job Details


Location
Brooklyn, NY

Open Date
Oct 29, 2019


Be an important part of Pratt Institute's growing dynamic and collaborative communications and marketing division. Play an integral, supportive role on the team that is transforming how the Institute engages with our community and shares our story of excellence in creative education with the world.

Pratt Institute's Communications and Marketing division seeks an Office Manager and Executive Assistant to the Vice President. This person is an integral member of the Communications and Marketing division and will provide full support to the Vice President for Communications and Marketing. The Office Manager and Executive Assistant to the Vice President reports directly to the vice president and supports his efforts to shape and lead a unified, collaborative communications staff in service to the Institute. The Office Manager/Executive Assistant will manage the vice president's schedule, tasks and communications, as well as the day-to-day operations and finances of the office, including required forms, procedures and requests with HR, IT, Facilities Management and other administrative offices. This person will manage department financial records, and provide regular expense reports to the vice president and the four directors who manage sub accounts.

Responsibilities:
  • be the first point of contact for the vice president, answering all phone calls and interacting with visitors
  • schedule all business-related appointments, phone calls and meetings
  • gather meeting materials and brief the vice president on meeting agendas
  • schedule travel and arrival logistics with vice president, staff, and guests
  • manage department financial records, and provide regular expense reports to the vice president and directors managing sub accounts
  • manage and submit required HR and finance paperwork and requests on behalf of the department
  • manage departmental purchasing, and operations shared with Institutional Advancement
  • liaise with IT, HR, and Facilities Management for department needs
  • review contracts and invoices on behalf of the vice president
  • liaise between advisory committees, councils, and other staff
  • coordinate and schedule department meetings, gatherings and hospitality
  • perform other administrative tasks and research projects as needed


Qualifications

The ideal candidate will possess excellent communication and interpersonal skills, with the ability to exercise tact, good judgment, and foresight. The candidate will have the ability to set a welcoming and collaborative tone with both internal and external colleagues, along with a flexible and adaptable nature.

Skills:
  • proficiency utilizing Microsoft Office Suite and Google's G Suite
  • strong attention to detail
  • strong office management skills
  • strong account and expense management skills
  • excellent critical thinking and decision-making skills

Education:
  • Bachelor's degree required

Experience:
  • minimum of 3 years' experience assisting a high-level individual
  • minimum of 3 years experience in office management, including account and expense management
  • experience in an educational, creative, design, or collaborative working environment a plus


Application Instructions

A completed application, cover letter, and resume, submitted through the Pratt Institute Interfolio website is required.

Please submit all application materials online via the "Apply Now" button to the right. Applications must be submitted through this online process to be considered by the search committee, and selected candidates will be contacted through this process. No phone calls, LinkedIn messages, emails, or drop-ins, please.

Candidates selected for the interview process will be asked to provide five references via our on-line reference tool system, at least two of which must be references who have been your direct supervisor.

About Pratt Institute
Founded in 1887, Pratt Institute is a global leader in higher education dedicated to preparing its 4,600 undergraduate and graduate students for successful careers in art, design, architecture, information, and liberal arts and sciences. Located in the cultural hub of New York City with historic campuses in Brooklyn and Manhattan, Pratt is a living lab of craft and creativity with esteemed professors and scholars who challenge their talented students to transform their passion into meaningful expression.

About Pratt's Communications and Marketing Division
At Pratt, we have a unique opportunity to build a collaborative communications and marketing model unlike most institutions of higher education, because our faculty and students, staff, and alumni/ae do the work of design and storytelling in everything they do. Partnering with our colleagues to promote their students and programs, to coown the Institute's brand, and to develop effective new communications channels makes the work of Pratt's Communications and Marketing team so much more resonant, innovative, and supportive to the Institute. Our team of talented experts in varied media is committed to providing the robust, multichanneled, and collaborative communications, and marketing operation our Institute deserves, reflecting the same level of creativity, design, collaboration, and problem solving that is expected from our students and faculty.

Equal Employment Opportunity Statement

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion or belief, national or ethnic origin, citizenship, marital or domestic partnership status, sexual orientation, gender identity or expression, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local law. Pratt Institute recognizes and values the benefits of a diverse workforce.

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Organization

About Pratt Institute

pratt_institute3.jpg

Pratt Institute is a coeducational, private, professional college offering associate, bachelor and master's degree programs in art and design, architecture and library science. The Institute has been educating professionals for productive careers in artistic and technical fields since its founding on its present site in Brooklyn in 1887 by the industrialist and philanthropist Charles Pratt. His revolutionary philosophy of education emphasized applied knowledge and the teaching of specific skills demanded by a growing industrial economy.

The Institute currently occupies 25 tree-filled acres in the landmark Clinton Hill section of Brooklyn-an historic residential district featuring turn-of-the-century brownstones, Victorian mansions and wide tree-canopied boulevards. Midtown Manhattan, the heart of New York City, is a 1/2-hour subway ride away and offers students a wealth of vocational, cultural and recreational opportunities. Pratt is the only college for art and design on the east coast that has a traditional enclosed campus with on-site student housing.pratt_institute1.jpg

Pratt is one of the largest undergraduate and graduate schools for art, design and architecture in the country and offers a wide range of cross discipline study options, dual degrees and major concentrations. The Institute houses five schools: Architecture, Art and Design, Information and Library Sciences, Liberal Arts and Sciences, and Professional Studies.pratt_institute2.jpg

The Institute's 25-acre campus contains twenty-four buildings, including landmark Romanesque and Renaissance Revival-style structures, clustered around spacious lawns and tree-canopied plazas. Sixteen buildings contain extensive studio, shop and technical facilities needed to support work in all media-from the traditional to the experimental. Five buildings are student residences. All have computer networking capacities and are Internet accessible. Computer labs, established with the most current equipment and the latest software, are available for instructional purposes and individual project use. Gallery space is extensive and the work of students, alumni, staff and other well-known artists is shown throughout the academic year. Pratt's Library, an historical landmark built in 1896, was the first fully automated academic library in the New York City area. Its art and architecture collection is excellent and contains approximately 208,000 volumes, 500 periodical and newspaper subscriptions, 66,000 slides, 190,000 pictures, 50,000 microforms, and 45,000 governmental documents.

The energy, foresight, money and spirit Charles Pratt gave to his dream remains even today. Here careers are molded, and goals, like those of Charles Pratt, are encouraged. Inscribed on the seal of the Institute is the motto: Be True To Your Work And Your Work Will Be True To You.

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