Executive Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $80,000 - $100,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Executive Assistant will primarily support the Assistant Vice President for Capital Projects and will also assist other executives in the suite as needed. They will ensure seamless coordination of calendars, meetings, suite maintenance, and stocking of supplies. The Executive Assistant will be responsible for the gathering and compilation of data and documents needed for meetings and presentations. The EA will also assist in creating presentations, meeting agendas, meeting minutes, and follow-up on related items as needed. This role requires exceptional organizational skills, diligence, sound judgement, exceptional technical/standard office software skills, effective communication skills, a pleasant "can do" attitude and the ability to work effectively as part of a team.

The Executive Assistant will report to the Senior Administrative Manager and will collaborate with the Senior Manager and other departmental Executive Assistants to provide comprehensive administrative support to the department.

Responsibilities

Calendar Management:

• Manage executives' calendars efficiently, with a primary focus on the Assistant Vice President for Capital Projects. Schedule appointments, meetings, and conferences.
• Coordinate closely with team members to avoid scheduling conflicts and ensure optimal use of executives' time.

Meeting and Presentation Coordination:

• Arrange and confirm meeting logistics, including room reservations, catering, audiovisual equipment setup, and attendee invitations.
• Support the team member in preparing meeting materials, agendas, and presentations as needed.

Suite Maintenance:

• Maintain the suite's appearance and functionality, ensuring a professional and welcoming environment.
• Working with Campus Operations and Engineering departments, ensure that the Executive Suite, departmental meeting rooms, and pantry areas are clean, organized, and well-stocked.
• Monitor inventory levels and replenish office supplies, including stationery, pantry items, and other essentials.
• Coordinate with vendors to ensure timely delivery of supplies and services.

Special Projects:

• Assist executives with special projects, research assignments, and presentations.
• Collaborate closely with team members, outside consultants, and other University departments to conduct research, gather data, and prepare reports as requested.
• Support the department to ensure successful completion of cross-functional initiatives.

Communication:

• Serve as a primary point of contact for internal and external stakeholders, screening, and prioritizing communications as appropriate.
• Draft and edit correspondence, emails, and other written materials on behalf of executives and the department.

Confidentiality:

• Maintain strict confidentiality of sensitive information and exercise discretion in handling confidential documents and discussions.

Administrative Support:

• Perform general administrative tasks, such as answering phones, managing mail, filing documents, computer hardware support and processing expense reports.
• Assist executives with travel arrangements, including booking flights, accommodations, and transportation.

Minimum Qualifications

• Requires a bachelor's degree plus three years of related experience; or equivalent in experience and education.

Preferred Qualifications

• Bachelor's degree with at least 7 years of experience preferred.
• Experience of working at Executive Assistant level with senior management and senior level clients.
• Ability to manage complex and highly confidential information.
• Proven experience as an executive assistant or in a similar role, supporting multiple executives simultaneously.
• Strong organizational and time management abilities.
• Ability to prioritize tasks and work efficiently under pressure.
• Technical skills to effectively prepare meeting materials and presentations.
• Comfortable when working to tight deadlines, and able to turn work around within a short time span where demands are liable to change at short notice.
• Advanced knowledge of advanced Microsoft office applications, including Word, Excel, Outlook, and Power Point. Proficiency with the Adobe Creative suite of products is a plus.
• Excellent social skills, able to operate with diplomacy, tact, and empathy.
• A general understanding of higher educational institutions, urban medical centers, and facilities operations.

Other Requirements

• Type other requirements and/or special indicators if CUIMC

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.

Commitment to Diversity

Columbia University is dedicated to increasing diversity in its workforce, its student body, and its educational programs. Achieving continued academic excellence and creating a vibrant university community require nothing less. In fulfilling its mission to advance diversity at the University, Columbia seeks to hire, retain, and promote exceptionally talented individuals from diverse backgrounds.