Columbia University Executive Assistant in New York, New York

Position Information

Job Title

Executive Assistant

Job Code Title

Job Requisition Number



5602- IPA School Administration



Job Type

Officer Part-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week


Job Family

General Administration

Salary Grade


Salary Range

commensurate with experience

Advertised Summary Job Description

Reporting to the Senior Research Scholar, the incumbent provides executive level and administrative support to the scholar and manages the day-to-day logistics of her office. The Executive Assistant is responsible for a broad range of duties involving sensitive and confidential information.

Key Responsibilities:

Acting independently, the Executive Assistant manages most aspects of the day-to-day running of the Senior Research Scholar's office. Guides the Senior Research Scholar's schedule on a daily basis using tact and problem solving skills to create a smooth flow for the day and week. Creates high level and confidential agendas, and drafts and initiates correspondence. Assists in preparing the Senior Research Scholar for presentations and meetings ensuring all necessary resources are available in advance. Responsible for prioritizing meetings for the Senior Research Scholar, ensuring that all constituents are addressed and scheduled in an appropriate and timely manner.

Manages the travel and events budget for the office. The activities of the office are funded through a multi-year $1.5M Rockefeller Foundation grant which provides support for a wide range of programming and research activities. Conducts related grant reconciliation and reporting, liaising with the SIPA Office of Human Resources and Finance as needed.

Manages the flow of incoming communications, reading, distributing and responding to correspondence as appropriate. Interacts, liaises with and advises middle and senior level members of not only the Columbia University community, but external organizations as well, answering questions and providing information.

Responsible for priority decisions regarding callers, meetings, and correspondence using proper judgment and discretion. Responds to complex inquiries based on policy and advises visitors to and affiliates of the scholar's office on relevant policies and procedures.

Identifies and develops systems to facilitate the smooth operation of the office and implements organizational objectives. May create and manage a database of priority action items to ensure prompt and professional execution.

Participates as a member of and acts as rapporteur to the scholar's team. Responsible for all follow-up for staff meetings. Maintains confidential files on meetings. Manages correspondence, meeting agendas, report preparation, and presentations as needed.

Oversees the coordination of travel arrangements and itineraries and liaises with the SIPA Business Office in the preparation of the Senior Research Scholar's expense reports in compliance with the University's reimbursement guidelines. May produce annual expense reports for the Senior Research Scholar.

Oversees collection of materials for and organization of the Senior Research Scholar's confidential files.

Handles special projects, analyzes data and generates reports as requested.

Recruits and supervises student assistants to support the operational needs of the Senior Research Scholar's office.

Performs related duties as assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

A bachelor's degree and a minimum of two years of related experience required, or equivalent combination of education and experience.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Must have experience assisting a chief executive or senior level administrator within a complex organization. Demonstrated success in establishing and managing office operations and multiple priorities required. Must be able to combine exceptional judgment, excellent organizational, interpersonal and leadership skills, and a high degree of diplomacy, collaboration and problem solving ability. Confidentiality and discretion are required. Strong verbal, written and computer skills are essential, Fluency with MS Office, including Excel, Powerpoint and other related systems and web content management platforms essential. Knowledge of analytic and presentation software is essential. Knowledge of and proficiency in the use of social media required.

Special Instructions

Preferred Qualifications

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

HIPAA Compliance training required

No Response

Participation in Medical Surveillance required

No Response

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