Advertised Summary Job Description: Columbia University is seeking a well-seasoned, Executive Assistant to support the Dean of the School of Professional Studies. The successful candidate has extensive experience managing a broad range of administrative tasks, projects, and events. The Executive Assistant provides proactive, responsive, and effective executive-level support to the Dean of the School and serves as a central resource for the coordination of the Dean's administrative needs and directives. The Executive Assistant also serves as project leader for various strategic initiatives and events sponsored by the Office of the Dean, and collaborates with the Chief of Staff, Dean's direct reports, and other administrative staff to develop and maintain strategies, protocols, and processes for the effective project management and execution.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES: (100% of total job)
General Executive Support -Serves as the principal welcoming representative and public relations ambassador for the Dean--answering or directing inquiries as needed; -Coordinates the Dean's complex meeting and travel schedule; responsible for priority decisions regarding callers, meetings, and correspondence, and prepares meeting materials and follow-up documents; -Drafts and initiates correspondence on behalf of the Dean; drafts reports and other written materials; -Participates and acts as rapporteur for Executive and Board meetings; responsible for all follow-up action items. -Uses sound judgement in determining priorities?ensuring that the Dean is kept on schedule and is appropriately briefed -Coordinates and plans, in collaboration relevant staff, Dean's writing and speaking agenda and related support; -Manages Dean's research accounts and processes travel arrangements and reports; serves as the Dean's delegate in selected systems and reconciles/approves transactions for Dean's and direct reports as needed.
Project and Event Management -Assists the Dean by independently managing special and ongoing projects, including data collection and analysis to inform the Dean's decisions; relationship management; and outreach efforts; -Participates actively in organizational initiatives and projects, by establishing objectives, determining priorities, leading teams, and problem-solving; -Assists in planning, coordination, and implementation of special events and targeted division-wide events as assigned; -Engages in conceptual planning and creates related PowerPoint and other presentations, ensuring that they demonstrate a design aesthetic consistent with the School's identity; -Prepares materials for Board of Overseers meetings and other convenings of external stakeholders
Office of the Dean Operations -Responsible for creating an office environment that is sensitive and responsive to the needs of the School's and University's varied constituencies; -Represents the Office to, and interacts with, the SPS Board of Overseers, senior University administrators (including the President, Provost, Executive Vice President, Vice Presidents, Vice Provosts and other members of the President's and Provost's cabinet), department chairs, academic directors, deans and the general University community; - Performs additional duties or special projects as assigned or requested.
General Minimum Qualifications: - Bachelor's degree required - Minimum of 4 years' experience
Additional Specific Minimum Qualifications: -Proficiency in PowerPoint required. Ability to produce and edit content and present graphically. -Five or more years of relevant experience as primary support for a senior executive -Event planning and project management experience required -The ability to work independently with limited supervision -Attention to detail necessary -Strong design ethic required -Track record of handling sensitive information with highest level of professionalism and confidentiality -Strong interpersonal skills; proven capacity to communicate verbally and in writing at a sophisticated level -Excellent capacity to think critically and to make sound decisions -Strong leadership skills and ability to take initiative required -Proficiency with computer software: Microsoft Office, Microsoft Project, Adobe Photoshop, electronic calendar -Proven ability to develop and maintain a professional, collaborative, and spirited environment in the Office of the Dean -Ability to complete complex assignments quickly and with a high degree of quality and accuracy, respond with appropriate urgency to situations that arise, and solve difficult problems proactively and efficiently -Ability to write and communicate clearly -Ability to function effectively and independently in a fast-paced environment -Ability to anticipate schedule demands, make quick decisions and act with poise under pressure -Ability to establish priorities and meet deadlines -Ability to handle sensitive and confidential information with integrity, tact, and discretion -Flexibility -Occasional evening and weekend work required
Preferred Qualifications: -Personnel processes management background is desired
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_169958
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.