Executive Assistant

Columbia University (Staff Jobs)

Position Summary

Reporting to the Assistant Director of the Dean’s Office, provides discrete and confidential overall executive-level administrative support to the Dean’s Office of the Graduate School of Architecture, Planning, and Preservation (GSAPP), working with the Assistant Director, identifying and implementing policies and procedures to facilitate the Dean's workflow, using sound judgment in determining priorities. The Executive Assistant interacts with all levels of University administrators, students, faculty members, as well as individuals and entities in both the academic and professional worlds.

Responsibilities

• Under the supervision of the Assistant Director, the Executive Assistant provides overall executive-level management support for the Dean. Manages the Dean's schedule and commitments, overseeing a highly complex calendar that includes appointments, travel, lectures, and presentations. Has a high level of interaction with University senior administrators, international visitors, and donors, as well as students and faculty. Maintains communications with other GSAPP offices and with the Dean's professional practice as they relate to the Dean's activities. Coordinates and schedules other faculty meetings, such as the School's Executive Committee, review committees, search committees, and awards committees, throughout the year. Assists in the creation, review, and distribution of communications from the Office of the Dean. (25%)

• Under the supervision of the Assistant Director, manages and arranges travel for the Dean, including coordinating logistics with appropriate individuals at locations outside of Columbia University where the Dean will be present. Under the direction of the Assistant Director -prepares complex travel and business expense reports for the Dean and is responsible for the timely and accurate submission of expense reports and associated documentation to the Provost's Office, including, but not limited to entering information into the University's financial system and is the main point of contact with GSAPP's Finance Office for financial matters relating to the Dean's Office. Coordinates and schedules travel for Dean’s Office guests, including interviewees and other review committee members. (25%)

• The Executive Assistant will work with the Assistant Director in organizing and providing all necessary material for the Dean’s outside lectures and presentations: title, bio, images, PowerPoint presentation, etc., and is responsible for maintaining that information is up to date. Will coordinate with the School's Office of Communication when preparing the Dean's presentations. Under the direction of the Assistant Director, participates actively in organizational initiatives and projects by establishing objectives, determining priorities, and solving problems. Assists in planning, coordination, and implementation of special and targeted events as assigned. Prepares meeting materials and follow-up documents for the Executive Committee and other convenings of internal and external stakeholders. (20%)

• The Executive Assistant serves as the principal welcoming representative for the Dean’s Office--answering or directing inquiries. Handles confidential correspondence on behalf of the Dean’s Office. (10%)

• Responsible for the security and integrity of all confidential materials relating to the Dean and/or the School, including but not limited to faculty, tenure, administration, students, and financial data. (10%)

• Performs other duties as assigned. (10%)

• Minimum Qualifications

• Bachelor's degree and/or its equivalent required. Minimum of two years of related experience required.

• Superior oral, written, organizational, and interpersonal skills required. Demonstrated ability to independently assess competing priorities, anticipate administrative and operational needs, and determine appropriate courses of action within established University policies and procedures.

• Demonstrated ability to exercise discretion and independent judgment in resolving complex administrative matters, including matters involving confidential personnel, financial, academic, and institutional information.

• Ability to independently identify issues, evaluate alternatives, resolve problems, and make recommendations to senior leadership regarding administrative and operational matters.

• Must be able to manage multiple complex projects and deadlines with limited day-to-day direction and exercise sound judgment when handling sensitive and confidential matters.

• Must have strong computer skills, including the ability to perform independent internet research and proficiency in Microsoft Word, Excel, and Outlook programs.

• Ability to develop proficiency in presentation programs such as PowerPoint and Keynote, able to handle images through Photoshop and other visual programs, and able to review writing and reference letters to be distributed on behalf of the Dean.

• Evening and weekend hours as needed.

• Preferred Qualifications

• Experience in an academic setting strongly preferred.

• Equal Opportunity Employer / Disability / Veteran

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