Executive Assistant

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $64,350 - $64,350

Position Summary

Reporting to the John Mitchell Mason Professor of the University, Provost and Dean of Faculties, Emeritus, the Executive Assistant provides high-level administrative, research, and project management support requiring discretion, independent judgment, and decision-making. The incumbent will oversee complex operations, manage confidential matters, and serve as a key liaison between the office and senior University leadership, external partners, and advisory boards. Reporting to the John Mitchell Mason Professor of the University, Provost and Dean of Faculties, Emeritus, the Executive Assistant will provide confidential executive-level administrative support. The incumbent will manage the day-to-day activities of the office, as well as provide editorial and research assistance.

Responsibilities

Office Management

• Independently manage the day-to-day operations of the office, exercising sound judgment in prioritizing competing demands and handling confidential matters.
• Oversee complex scheduling and extensive calendar management, ensuring alignment with institutional priorities.
• Draft and edit correspondence, reports, and briefings with minimal supervision.
• Serve as a strategic liaison with internal and external stakeholders, including University executives, foundation boards, and advisory committees.
• Coordinate domestic and international travel logistics, conferences, and high-level meetings.
• Manage and reconcile expense reports, monitor budgets, and oversee office resources and inventory.
• Provide technical and operational guidance for systems, software, and equipment.
• Oversee and manage the day-to-day activities of the office. This includes but is not limited to, the following: manage extensive calendar and scheduling; screen, refer, and respond to complex inquiries; manage correspondence; coordinate the scheduling and communication with students; manage expense reports and inventory.
• Provide technical support and assistance.
• Compose own correspondence without supervision.
• Key liaison for university and executive boards, foundation boards, and advisory committees.
• Arrange extensive travel itineraries, conference scheduling, and meetings.
• Handle travel-related & other expense reimbursements.

Manage Online/Offline Development

• Create, design, and implement professional websites, book websites, and other websites.
• Design and implement complex databases and online/offline appendices.
• Maintain and update online resources, websites, and databases.

Research

• Conduct research, literature reviews, and data analysis to support academic and administrative projects. Conduct varied research.
• Create an analysis, review, and presentation of the resulting research.

Teaching and Publications

• Oversee preparation, editing, and formatting of manuscripts, articles, and course materials for publication.
• Prepare, edit, and review manuscripts, articles, and presentations for publication.
• Gather and organize material relating to teaching & courses, create graphical and data-based presentations for courses.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent in related experience required, 0-2 years of related work experience.
• Outstanding administrative, organizational, editing, and writing skills.
• Strong technical knowledge of Microsoft Office, Adobe Acrobat, and various database management systems.
• Must be able to work in both Windows & Mac environments.
• Ability to work creatively & independently is necessary.
• Ability to exercise good judgment, work under pressure with changing deadlines, prioritize, and carry out multiple tasks with minimal supervision.
• Tact and diplomacy, and the ability to exercise judgment in matters that are sensitive and confidential are required.
• Excellent oral and written, as well as interpersonal skills, are essential.

Equal Opportunity Employer / Disability / Veteran

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