Reporting to the Executive Director and Chief of Staff of the Earth Institute, the Assistant oversees the day-to-day executive support including, complex calendar management, travel arrangements, meeting and special event management; and, in the implementation of processes that aid in the efficient functionality within the office.
Responsible for managing the Executive Director and Chief of Staff complex meeting schedule and prepares meeting materials and follow-up documents. Ensures the Executive Director and Chief of Staff is well informed of upcoming commitments and responsibilities and is appropriately briefed. Coordinates and assists in gathering resource information for meetings and presentations and prepares reports and presentation materials. Manages all incoming requests to the Executive Director and Chief of Staff and exercises independent judgement to determine most appropriate action for routing, responding to and/or addressing inquiries. Plans and develops workflow procedures, ensuring correct and timely completion of assignments. Assists in scheduling and coordinating the agenda of senior management team meetings and other internal staff meetings. Welcomes guests, in person and on the phone, and serves as the principal public relations ambassador for the Executive Director and Chief of Staff answering or directing inquiries as needed. Interacts, on behalf of the Executive Director and Chief of Staff, with senior University administrators, department chairs, program directors, deans and the general University community. Manages the Executive Director and Chief of Staff 's Office budget; processes financial reimbursements and reconciles transactions for the Director. Prepares year over year reports on financial activity. 70%
Communications and Outreach: Edits or completes first drafts for written communications (emails, memos, letters) to internal and external stakeholders, on behalf of the Executive Director and Chief of Staff, as needed. Collaborates with the Director's Senior Executive Assistant and the Director's Office in coordinating the Director's outreach activities. Follows up, as appropriate, on contacts made by the Executive Director and Chief of Staff and supports the cultivation of ongoing relationships. 20%
Other Duties: Assists in planning, implementation, and coordination of special events and special projects at the request of the Executive Director and Chief of Staff. Participates actively in organizational initiatives and projects. Manages all other duties as assigned by the Executive Director and Chief of Staff. 10%
Bachelor's degree or equivalent combination of education and experience required and at least a minimum of two years related administrative experience supporting executives required.
Must be proficient in Microsoft Office (MS Word and PowerPoint).
Excellent oral, written, organizational and interpersonal skills required, with the ability to handle confidential information with
exceptional judgment and discretion necessary. Accuracy, thoroughness and attention to detail essential.
Must be able to identify priorities within multiple assignments in a high pressured, short-deadline environment, and able to work with diplomacy and efficiency in such an environment.
Must be a team player and able to effectively interact with all levels of faculty, staff and stakeholders.
Experience in higher education administration highly desirable.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 512896
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.