Executive Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $69,000 - $78,000

Position Summary

The role provides critical support to the Associate Dean for Student Affairs, Support & Services, & The Associate Dean for Career Development and undertakes senior administrative functions to ensure that the business development, operational and office management are carried out effectively and efficiently.

The ideal candidate would need strong communication, organizational, and interpersonal skills. To be successful in this role, the Executive Assistant should bring strong critical thinking, organizational skills, and an ability to navigate sensitive information with discretion.

Responsibilities

Executive Support and Strategic Partnership

• Works directly with the Associate Dean for Student Affairs, Support & Services and the Associate Dean for Career Development to provide timely support for all aspects of their daily work activities.
• Takes an active role in anticipating upcoming needs, uses sound judgment in determining priorities, and oversees logistics for all engagements.
• Provides briefing, relevant materials, and ensures executive is prepared for successful engagement.
• Provides direct support for Senior Management team, and as needed to the administrative manager through delegated tasks, with dotted-line reporting to the administrative manager.

Calendar, Meetings, and Travel Management

• Responsible for all aspects of the executive's complex calendar management, which includes but is not limited to scheduling meetings, conferences, speaking engagements, and travel arrangements. Requires exercising discretion in committing time, efficiently managing conflicting priorities, and evaluating needs. (e.g. 1:1 Student support, completion of letters, forms and other documentation signed by the Associate Deans for Student Affairs, schedules annual 1:1 MSPE meetings and monitors progress, disciplinary meetings as needed)
  
• Organizes and prepares all meeting and event needs, including but not limited to: committee meetings, coalition meetings, office events, room reservations, setting up virtual meeting spaces, compiling and disseminating all necessary documentation and information, attending meetings when appropriate and preparing meeting minutes and summaries.
• Develops travel itineraries and coordinates campus visits for collaborators, speakers, and candidates

Communication and Information Management

• Serve as primary point of contact - triages and responds to phone calls, visitors, and emails. Determines priority of matters, redirects matters to the corresponding party, or resolves matters personally, as appropriate. (e.g. primarily student inquiries)
• Supports governance bodies, committees, and working groups by coordinating logistics, ensuring timely documentation (meeting minutes), and facilitating organized recordkeeping.
• Provides coordination, monitoring, and communication of projects and programs managed by the executive, which may require working autonomously with interdisciplinary experts (including support for student records, MSPE letter generation, alumni inquiries, and residency/fellowship credentialing).
• Drafts, reviews, and sends communication on behalf of Associate Deans for Student Affairs, including confidential memos, notices to students or faculty, and material for online dissemination.
• Assists in preparation of presentations, drafting of business-related documents, reports, tables and charts, internal and external communications.
• Prepares, reviews, and edits reports, proposals, and other documents to ensure accuracy and quality.
• Coordinates all information technology, telecommunications, audio/visual hardware and ensures timely resolution of software issues.
• Provides logistical and administrative support for events, ceremonies, institutional processes (e.g., documentation, credentialing, records management), and departmental projects, as needed.

Financial and Operational Support

• Reconciles financial transactions and follows Columbia guidelines to ensure accurate recordkeeping and timely processing of purchases (including employee reimbursements, check requests, P-card reconciliation, and routine bills/invoices).

People

• Serve as liaison with internal offices and external organizations to support executive priorities and institutional initiatives.
• Provides cross-coverage and backup support for other administrative staff as needed.

Other

• Other duties as assigned.

Minimum Qualifications

• 3 years related experience
• Bachelor's degree or equivalent in education and experience required

Preferred Qualifications

• Strong institutional knowledge
• Experience working in a medical / health care system
• Experience supporting senior leadership in medical education, running administrative offices, and coordinating complex student-related processes (e.g., committees, credentialing, DEI initiatives).
• Demonstrated proofreading and editing skills for reports, proposals, or other documents.

Other Requirements

• Requires a bachelor's degree or equivalent in education and experience, plus three (3) years of related experience.
• Excellent organizational skills and ability to manage multiple priorities.
• Strong interpersonal and communication skills (written/verbal)
• Working knowledge of computer programs, such as Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat, and Zoom.
• Ability to set priorities and exercise sound judgment and initiative.
• Must possess the ability to handle multiple projects simultaneously and prioritize tasks while maintaining responsibility for timely execution.
• Strong customer service orientation and skills, with the ability to interact and collaborate positively, constructively, and effectively with multiple constituencies.

Equal Opportunity Employer / Disability / Veteran

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