Executive Assistant

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $75,000 - $80,000

Position Summary

University Life was created to develop and enhance the student experience at Columbia. Working in collaboration with students, faculty, and staff, University Life strengthens resources, policies, and conversations, and builds community outside of the classroom. Our efforts all connect to core values for the Columbia community:

• Inclusion and belonging
• Health and well-being
• Sexual Respect
• Community Citizenship

University Life is a central division focused on enhancing the student experience across Columbia's 17 schools and colleges. We serve as a student life hub for the University and are committed to promoting a diverse and inclusive campus culture where students can thrive in all dimensions of their lives. In University Life, we focus on connecting students to each other, to the broader University and surrounding community, and to opportunities beyond their schools.

Reporting to the Rules Administrator, the Executive Assistant (EA) provides a wide range of administrative support. The EA ensures the seamless operation of executive-level activities, maintaining confidentiality, professionalism, and efficiency.

Responsibilities

• Provides highly confidential executive-level support for the Rules Administrator.
• Resolves problems independently, relieving the Rules Administrator of matters of detail.
• Draft, proofread, and manage correspondence, presentations, and reports.
• Handles highly confidential and sensitive information and maintains discretion.
• Coordinates gathering resources and information for meetings and presentations, and assists with the preparation of reports and presentation materials.
• Manage complex calendar, scheduling appointments, meetings, and events.
• Organize and prepare materials for meetings, including agendas, minutes, and follow-up actions.
• Serve as the first point of contact for the executive, greeting visitors, screening and prioritizing communications.
• Identifies and develops systems to facilitate the smooth functioning of the office and improved support for the Rules Administrator, and regularly evaluates and revises systems as needed.
• Interfaces with diverse populations of faculty, staff and students and senior administrators of the University on a consistent basis. Builds productive relationships with key stakeholders and their staff and represents the Offices of Rules Administration and University Life by working directly with partner offices around the University.
• Supports the Rules Administration team with special projects, including research, data collection, and preparation of reports as needed.
• Track deadlines and deliverables, ensuring timely completion of tasks.
• Process invoices, reimbursements, and other financial transactions in compliance with University policies.
• Develop and implement systems to enhance office efficiency and improve support for the Rules Administrator.
• Regularly evaluate and refine systems to meet evolving needs.
• Additional duties as assigned.

Minimum Qualifications

• Bachelor's degree required and 4-6 years of related experience.
• Strong interpersonal skills, with attention to detail and the ability to handle confidential information with excellent judgment and discretion required.
• Excellent communication skills, both verbal and written.
• Must have working knowledge and experience using Word, Excel, and PowerPoint as well as experience working in a database, are required.
• Diplomacy, tact, discretion, and demonstrated success in managing competing priorities with a high level of accuracy and attention to detail.
• Proficiency with Maxient, Microsoft Office and Google suites, including with advanced features of Google Calendar and Outlook is essential.

Preferred Qualifications

• Advanced degree.
• Prior experience supporting an executive-level office or position strongly preferred.
• Experience in an institution of higher education is preferred.

Equal Opportunity Employer / Disability / Veteran

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