Details
Posted: 22-Sep-21
Location: New York, New York
Type: Full-time
Salary: Open
- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
Position Summary
The incumbent will provide discreet and confidential executive administrative assistance to the Chief Communications Officer, interacting with executive staff and office staff and providing information to all levels of University administrators as appropriate. The incumbent will maintain up-to-date roster of staff; coordinate logistics including travel arrangements of internal/external invitational meetings for the Chief Communications Officer. Prepare PowerPoint slides for presentations; provide assistance to senior staff members as needed; assist communications and business staff to ensure timely completion of special projects; read, distribute, and respond to correspondence when appropriate on behalf of the Chief Communications Officer. Draft correspondence for the Chief Communications Officer???s review; triage incoming calls, field questions, or forward them to the appropriate person; send internal/external communications via regular mail or email; develop and maintain filing system into a readily retrievable format; and prepare agenda and complex reports. Prepare and process expense reports and their related follow-up with the appropriate departments of the University.
Responsibilities
- Fosters a positive work environment by emphasizing team collaboration and unity. Pro-actively communicates and pulls in team members when there is overlap in tasks and relevant information.
- Maximizes efficiency by identifying areas that need improvement, strategizing and implementing solutions.
- Effectively manages conflict resolution with internal and external constituents by maintaining professionalism, making sure individuals feel heard, and connecting appropriate follow up with Columbia resources.
- Serves as liaison between Communications Office and other offices.
- Reliably ensures Communications executives and staff are aware of upcoming commitments and prepared with related materials.
- Partner with Communications executives to creates and compiles meeting materials, agendas, and Powerpoint presentations. Distributes materials, as appropriate, with mindfulness of confidential/sensitive information.
- Attends onsite and virtual meetings, takes notes and prepares minutes. Follows up on tasks with meeting participants consistently and with attention to detail.
- Screens documents and agreements sent to Chief Communications Officer for review/signature, to ensure compliance, accuracy, and appropriate preliminary approvals.
- Reviews incoming correspondence and responds or refers, as appropriate.
- Maintains paper and electronic files in organized systems.
- Prepares expense reports for Chief Communications Officer/other executives and reviews expense reimbursements of direct reports.
- Screens incoming requests for Chief Communications Officer
- Answers and directs calls for the Chief Communications Officer, as well as other CUIMC EVP/Dean???s Office executives, with courtesy and efficiency.
- Create Best Practices for Chief Communications Officer with detailed Direct Reports, Org Charts, Contacts, and context regarding each meeting and committees and projects Chief Communications Officer is involved with ??? include general best practices and preferences on assisting
- Create templates for agenda items for all meetings hosted by Chief Communications Officer
- Distribute agenda items at least one day prior to each meeting hosted by Chief Communications Officer
- Create lists of committee members/attendees to track participants for all meetings hosted by Chief Communications Officer
- Send out email reminders for all meetings hosted by Chief Communications Officer at least one day prior to each meeting
- Work with the Dean???s Office Chief of Staff to streamline agendas, materials, documents, and other information useful to both the Chief Communications Officer and the Chief Executive roles (as well as their direct reports)
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Minimum Qualifications
Requires a bachelor's degree or equivalent in education and experience, plus four years of related experience. Experience in an institution of higher education or other large, complex organization and/or a communications/public relations department is required.
Excellent verbal and written communications skills required. Strong interpersonal skills and the ability to handle confidential information with exceptional judgment and discretion required.
Must have excellent interpersonal skills, strong self-awareness and be a team player. Must have a pleasant, professional demeanor and the ability to interact effectively with a wide variety of people. Proven ability to maintain confidentiality and discretion while supporting senior management and staff. Must have the demonstrated ability to offer the highest level of customer/client service and response to personnel at all levels.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
