Executive Assistant

The Executive Assistant is responsible for providing highly confidential executive support to the Executive Vice President. The incumbent also oversees the day-to-day operations of the office, including managing the EVP's calendar, planning meetings and events, responding to all inquiries, and liaising with senior administrators and faculty.


Characteristic Duties and Responsibilities: 

  • Provides highly confidential administrative support to the Executive Vice President on all administrative matters and oversees the day-to-day operations of the office. 
     
  • Responsible for the general administrative management of the office and is the primary contact for issues related to facilities, technology, and other CU units. 
     
  • Manages confidential matters in the absence of the EVP who frequently travels and is away from NY for half the year. 
     
  • Manages the Executive Vice President's calendar using sound judgment in determining priorities. 
     
  • Coordinates complex travel activities of the EVP; travels internationally to support the EVP and the University's executive and trustee staff. 
     
  • Responsible for the planning of meetings and events, including managing vendors and logistics. 
     
  • Researches and prepares talking points and background documents on a variety of academic and administrative matters for review of the EVP. 
     
  • Reviews complex proposals before they reach the EVP to ensure compliance with Global Centers' standard operating procedures and University guidelines. 
     
  • Ensures the proper authorization of financial matters before they reach the EVP. 
     
  • Responds to all written, email, and phone inquiries and other correspondence in a courteous, sophisticated, and professional manner.
     
  • Oversees, drafts, and ensures quality communications from the Global Centers' Executive Office. 
     
  • Provides information regarding the Global Centers and their activities to internal and external constituents including senior administrators and faculty of Columbia University as well as individuals and officials throughout the global community. 
     
  • Provides support to the Faculty Steering Committees on campus including coordinating schedules, setting agendas, collecting materials, and other related tasks. 
     
  • Manages and supervises other staff as necessary. 
     
  • Performs other duties as assigned.

 

Minimum Qualifications
Bachelor's degree and/or equivalent experience required. Minimum three years' related experience.
  

Additional Position-Specific Minimum Qualifications

  • Strong verbal, written, and interpersonal skills needed. 
     
  • Strong customer service focus is required. 
     
  • Must be able to work independently and well under pressure and coordinate multiple projects with competing priorities. 
     
  • Flexibility to work with different time zones and coordinate with offices around the world, particularly with Amman, Jordan. 
     
  • Must exercise good judgment and be able to maintain confidentiality. 
     
  • Must be detail-oriented, accurate, and have excellent organizational skills. 
     
  • Ability to work as a team player in a fast-paced environment required. 
     
  • Excellent computer skills, including knowledge of Excel and Access required.


Preferred Qualifications
Experience working in an academic environment preferred, as is some prior experience studying or working in a non-US setting.