Executive Assistant to Special Advisor

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 20
• Salary Range: $38.46 to $44.23 per hour

Position Summary

Reporting to the Special Advisor and the senior leader of Columbia Entrepreneurship, Innovation, and Design, the Executive Assistant will be responsible for the management of all administrative matters associated with the activities of the Special Advisor, in addition to managing special projects for the Special Advisor. The Executive Assistant will interface with the senior members of the University administration, media, private foundations, corporations and government agencies. The Executive Assistant will be responsible for the day-to-day operations including but not limited to calendar management, travel booking, organization of meetings, and phone coverage. The Executive Assistant must have the experience, judgment, foresight, and initiative required to ensure that the office operates efficiently and at the highest level of professionalism.

Responsibilities

• Provides highly confidential executive level support for the Special Advisor. Resolves problems independently, relieving the Special Advisor of matters of detail. Drafts and initiates correspondence and manages various aspects of the Special Advisor's expenses. 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.
• Ensures Special Advisor's calendar, database of contacts, and filing systems are up-to-date using sound judgment in determining priorities.
• Works closely with the Special Advisor and other senior managers on various special projects. Tracks and monitors the fulfillment of project requirements and prepares reports as directed. Works closely with vendors to ensure that information is communicated appropriately to and from senior management.
• Conducts research for assigned projects and acts proactively to ensure that senior management has all relevant information. This includes research and the dissemination of information related to major projects of the Special Advisor.
• Interfaces with senior administrators on a consistent basis. Builds productive relationships with key stakeholders.
• Additional duties as assigned.

Minimum Qualifications for Grade

• Bachelor's degree or its equivalent combination of education and work experience required.
• Minimum three years of related experience.

Additional Position-Specific Minimum Qualifications

• Excellent written and verbal communication skills, and the ability to set priorities in a fast-paced environment required.
• Excellent organizational skills, experience interacting with senior management, and ability to relate to all levels of personnel required.
• Must be highly conscientious and detail oriented, efficient, and calm under pressure.
• Diplomacy, tact, discretion, and the ability to manage multiple tasks simultaneously required.
• Proficiency with Microsoft Office, including with advanced features of Outlook, is essential.
• Knowledge of modern office practices required.

Preferred Qualifications

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  Prior experience supporting an executive level office or position strongly preferred.

  
  
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  Experience in an institution of higher education preferred.

  
  

Equal Opportunity Employer / Disability / Veteran

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