The Center on Global Energy Policy seeks an Executive Assistant who will work closely with a senior member of the Center's research team and other Center leadership to play an integral role in ensuring the efficient and effective operations of the Center. Since the Executive Assistant's responsibilities will touch nearly all aspects of Center programming, s/he must be exceptionally organized and possess the ability to multi-task. Familiarity with the energy-related topics covered by the Center is preferred but not required. The position will jointly report to a Senior Research Scholar and the Executive Director of Strategy and Operations. The Executive Assistant will interact with a wide array of Center stakeholders, including senior policymakers, industry executives and Columbia faculty and administration. S/he will provide discrete and confidential assistance across all aspects of the Senior Research Scholar's daily activities as well as support other Center programs and activities more broadly. Independent judgement and decision-making are key in this role.
Responsibilities will include, but are not limited, to the following:
Provide scheduling and executive-level administrative support to a Senior Research Scholar.
Manage the principal's demanding schedule, including arranging meetings and coordinating international and domestic travel
Use independent judgement to triage and prioritize meeting requests, consulting with the principal on key sensitive items
Coordinate with faculty across schools and departments including SIPA, the Earth Institute, Engineering, Law, Business and others
Organize regular (e.g. quarterly) trips to China or other international locations
Organize regular (e.g. monthly) trips to domestic locations including Boston, San Francisco, Houston, and others
Prepare logistical and substantive background materials for the Senior Research Scholar ahead of meetings and trips.
These will include meeting participant bios, company profiles, relevant news clippings, and relevant information on their historical engagement, among other items.
Coordinate with other CGEP units (development, communications, events, etc.) to ensure all relevant information is organized and included.
Prepare expense reports for the Senior Research Scholar and, working with relevant staff, coordinate reimbursements from outside parties.
Upload relevant documentation into the Columbia University financial management system, ARC
Coordinate with the SIPA Business Office and Central Procurement office as needed
Manage a contacts database for the Senior Research Scholar.
Communicate directly with senior leaders across the energy and climate landscape from finance, government, industry, NGOs, etc.
Provide executive-level scheduling and administrative support to other members of the Center's Leadership team including the Executive Director of Strategy and Operations and the Senior Director.
Coordinate meetings with the CGEP Faculty Steering Committee [~15 members across 9 schools and departments
Coordinate meetings with the CGEP Advisory Board [~30 senior leaders from energy, finance, academia, industry, policy, NGOs, and other sectors
Coordinate meetings with key external guests and CU leadership that do not involve the Center's Founding Director
Coordinate meetings related to the CGEP strategic planning process
Assist with other Center activities such as events coordination. CGEP organizes around 40 public events, 20 roundtables, and 10 workshops each year. In addition, CGEP organizes a faculty lunch series, student-focused trainings and career events, a multi-day energy journalism program and other activities.
In coordination with the CGEP Events Manager, liaise with other campus offices including SIPA External Affairs, Columbia World Projects, the Earth Institute, and Public Safety, to execute specific events
In coordination with the CGEP Events Manager, liaise with external vendors and venues to execute event details including space and AV arrangements, catering, videography, printed collateral, etc.
Internal Number: 499290
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.