Reporting to the Dean's Office, Office Manager and supporting the Chief of Staff and Assistant Dean, External Affairs within the School of Professional Studies (SPS), the Executive Assistant will act as a liaison with the University community, interfacing with senior and professional staff and faculty. This individual will work directly with the Chief of Staff and Assistant Dean to successfully manage executive initiatives related to academic and faculty affairs at SPS. This position requires an individual that possesses a strong sense of discretion, initiative and sound decision-making skills.
Manage successfully all critical aspects and deliverables for the Chief of Staff and Assistant Dean, External Affairs, including but not limited to complex schedule management, travel management, and meeting and conference management, using sound judgment in determining priorities.
Plan, coordinate and ensure that the Chief of Staff and Assistant Dean, External Affairs schedules are followed and respected. Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to their time and office.
Identify and develop systems to facilitate the smooth functioning of the office. Work closely with the other Executive Assistants to ensure the effective functioning of the Leadership team and to create and facilitate an office environment that is sensitive and responsive to the University's varied constituencies.
Work independently on multiple projects with competing priorities as well as perform daily tasks with confidentiality and the utmost discretion. Ensure project completion in a timely and accurate manner. Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
Draft and initiate correspondence and manage various aspects of the Chief of Staff and Assistant Dean, External Affairs expenses related to SPS. Resolve problems independently, ensure correspondence is completed timely.
Initiates communications and replies appropriately to phone, paper or electronic inquiries on behalf of the Chief of Staff and Assistant Dean, External Affairs.
Plan, implement, and coordinate meetings and events as assigned, working closely with the Columbia community and external partners. Gather resource information for meetings and prepare briefs, agendas, meeting materials, minutes and related correspondence.
Interface with senior administrators of the University and members of the SPS community on a consistent basis. Build productive relationships with key stakeholders and represent SPS by working directly with the offices of high-level constituents.
Oversee travel itineraries for the Chief of Staff and Assistant Dean, External Affairs. Work collaboratively to manage travel agendas, briefings, and itineraries for domestic and international travel.
Performs other duties and special projects as assigned or requested
Bachelor's degree and or equivalent required
Minimum of three years of related experience.
A resume and cover letter with salary requirements must be submitted for applicant to be considered for the position.
Familiarity with Columbia systems and regulations
Experience working in an academic environment
The ability to work independently with limited supervision
Attention to detail necessary
Track record of handling sensitive information with the highest level of professionalism and confidentiality
Strong interpersonal skills; proven capacity to communicate verbally and in writing at a sophisticated level
Proficiency with computer software: Microsoft Office, Microsoft Project, Adobe Photoshop, electronic calendar
Proven ability to develop and maintain a professional, collaborative, and spirited environment
Ability to complete complex assignments quickly and with a high degree of quality and accuracy, respond with appropriate urgency to situations that arise, and solve difficult problems proactively and efficiently
Ability to write and communicate clearly
Ability to function effectively and independently in a fast-paced environment
Ability to anticipate schedule demands, make quick decisions and act with poise under pressure
Ability to establish priorities and meet deadlines
Ability to handle sensitive and confidential information with integrity, tact, and discretion
Occasional evening and weekend work required
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 504930
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.