Executive Assistant

Columbia University
United States, New York, New York
Nov 06, 2024
Job Type: Officer of Administration Regular/Temporary: Regular Hours Per Week: 35 Standard Work Schedule: 9AM-5PM, M-F Building: 51 Audubon Ave, New York, NY 10032 Salary Range: 75,000 - 83,000 The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. Position Summary The Executive Assistant supports a dynamic, fast-paced executive-level team within the Faculty Practice Organization (FPO) and coordinates administrative support services between their assigned executive(s) and internal departments. By exercising good judgment, discretion, confidentiality, and flexibility in their approach, the Executive Assistant will proactively anticipate the administrative needs of the executives that they support and create a culture of service excellence within the Executive Assistant cohort. Responsibilities Executive Support Provides day-to-day administrative support to the assigned executive(s). Serves as the primary point of contact for a range of stakeholders. Greets visitors to the office in a welcoming and professional manner. Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. Maintains an active conduit of communication between the executive's office, faculty, administrative departments, and the University administration. Coordinates a broad variety of administrative tasks including managing complex calendars to assure effective and efficient use of assigned executive(s) time, composing and preparing confidential documents, and ensuring follow-up on all action items. Coordinates all activities to support assigned executive(s) such as travel arrangements, expense reports, presentations, correspondence, meeting minutes, reserving meeting space, facilitating webcasts, and supporting special events, as needed. Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues. Confirm and audit purchasing requests against secured approvals and assigned budgets in alignment with the executive(s) needs. Escalates any issues as appropriate to ensure timely resolution. Maintains inventory of office supplies and equipment for the assigned executive(s) ensuring that purchases are made timely and in compliance with University Procurement Policies to maintain consistent operations for the business unit. Prepares necessary purchase orders and related documentation for purchasing/accounts payable for approval by the appropriate assigned FPO executive. Processes expense reimbursements, invoices, and purchase orders. Ensures appropriate level of support is arranged (and coverage is provided when necessary) in each assigned location to facilitate timely submission and resolution of facilities-related requests (heating/cooling, patch/paint, etc.). Keeps executive(s) well informed of upcoming commitments and responsibilities including follow-up. Communicates directly on behalf of the executive(s) in a professional manner bridging smooth and clear communications with internal departments and external constituents. Collaborates with Executive Assistant (EA) team on overall administrative support including, but not limited to, service line staff coverage, deliverables, and service excellence standards. Serves as backup for Administrative Manager as needed and/or directed. Performs all other duties as assigned within the scope of practice and/or training. Project Management Participates and supports assigned projects and initiatives as assigned. Executes tasks and coordinates task owner support and resources. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Monitors tasks, addresses any issues, and escalates issues for resolution as appropriate. People Promotes a service-oriented environment and culture of teamwork by collaborating with Executive Assistants to assure service excellence. Promotes a service-oriented environment and staff professionalism and performance with coaching, training, and feedback throughout the employee lifecycle inclusive of onboarding. Mentors Administrative Assistants in individual and team accountability, modeling behavior, and demonstrating best practices/techniques. Other Ensures compliance with all regulatory agencies, departmental, Service Corp, and organization policies and procedures for all staff. Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and ensures that all staff has successfully completed all required trainings. Minimum Qualifications Bachelor's degree or combination of education and experience. A minimum of 3 years of related experience including providing administrative support to senior executives. An equivalent combination of education and experience may be considered. Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams. Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely. Demonstrated proficiency in problem assessment, and resolution, and collaborative problem-solving in complex, and interdisciplinary settings. Ability to be a strong collaborator and support peers through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the organization. Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, providers, and organizational stakeholders. Ability to work independently and follow through and handle multiple tasks simultaneously. Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities. Strong commitment to fostering diversity and equity. Strong proficiency in Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs. Must be a motivated individual with a positive mindset and exceptional work ethic. Must successfully complete systems training requirements. Preferred Qualifications Familiarity with the University financial systems such as ARC. Competency Profile Patient Facing Competencies Minimum Proficiency Level Accountability & Self-Management Level 3 - Intermediate Adaptability to Change & Learning Agility Level 2 - Basic Communication Level 2 - Basic Customer Service & Patient-Centered Level 3 - Intermediate Emotional Intelligence Level 2 - Basic Problem Solving & Decision Making Level 3 - Intermediate Productivity & Time Management Level 3 - Intermediate Teamwork & Collaboration Level 2 - Basic Quality, Patient & Workplace Safety Level 3 - Intermediate Leadership Competencies Minimum Proficiency Level Business Acumen & Vision Driver Level 1 - Introductory Innovation & Organizational Development Level 1 - Introductory Equal Opportunity Employer / Disability / Veteran Columbia University is committed to the hiring of qualified local residents.