Executive Assistant

Columbia University - New York, NY4.1

Full-timeEstimated: $53,000 - $71,000 a year
EducationSkills
**We currently have three positions available.**

Reporting to the Senior Associate Dean and supporting the Senior Associate Dean's division 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 Senior Associate 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.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
  • Manage successfully all critical aspects and deliverables for the Senior Associate Dean, 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 Senior Associate Dean 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 Senior Associate Dean 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 Senior Associate Dean.
  • 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 Senior Associate Dean. Work collaboratively to manage travel agendas, briefings and itineraries for domestic and international travel.
  • Performs other duties and special projects as assigned or requested
Minimum Qualifications for Grade
Applicant MUST meet these minimum qualifications to be considered an applicant

  • Bachelor's degree or equivalent experience required.
  • Minimum of 3 years' experience
Additional Position-Specific Minimum Qualifications
Applicant MUST meet these minimum qualifications to be considered an applicant

  • The ability to work independently with limited supervision
  • Attention to detail necessary
  • Track record of handling sensitive information with 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
  • Flexibility
  • Occasional evening and weekend work required
Special Instructions

Preferred Qualifications

  • Familiarity with Columbia systems and regulations
  • Experience working in an academic environment
Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:
HIPAA Compliance training required

No Response

Participation in Medical Surveillance required

No Response

What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date

10-31-2018

Requisition Close Date

Open Until Filled

Quick Link

jobs.columbia.edu/applicants/Central?quickFind=172900