Columbia University Executive Assistant, University Development in New York, New York

Position Information

Job Title

Executive Assistant, University Development

Job Code Title

Job Requisition Number



0704- OAD Global Initiatives



Job Type

Officer Full-Time Regular

Bargaining Unit

If temporary, indicate duration

Hours Per Week


Job Family

Development / Alumni Relations

Salary Grade


Salary Range

Advertised Summary Job Description


Reporting to the University Development team, the individual in this role will assume responsibility for the overall office management and executive level support for the University Development team, as a whole and other staff within the department as needed.

Job responsibilities include, but are not limited to the following:

  • Managing an extensive calendar for the University Development team; balancing travel and on-campus engagements, preparing briefs, agendas and all related correspondence.

  • Responsible for all travel arrangements, preparation and communication of itinerary for the team and other Columbia colleagues, as necessary.

  • Maintaining University Development gift inventory and be responsible for selecting and shipping prospect gifts for specific trips; edit and proofread correspondence.

  • Data entry into the Advance database as well as the management of gift proposals and tasks; maintain and add to the University Development archive; conducting research for reports with analysis; complete travel reimbursements.

  • Provide logistical support for the fundraisers during travel and problem-solve issues in the office during the extended travel of the team.

  • Plan and implement events; write relevant correspondence; provide research on individuals and companies.

  • Create systems and spreadsheets to assist in management of donor regions; interface with donors, faculty, senior officers and staff on a daily basis.

  • Complete detailed expense reports for the team and Senior Administration, as needed. Perform related duties as required.

  • Interface on a consistent basis with senior University officials and faculty. In collaboration with other senior staff of the Office of Alumni and Development team.

  • Participate in the implementation, planning and coordination of special events as assigned.

  • Special projects, strategic initiatives teamwork and related duties as assigned.

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

Bachelor's degree and/or its equivalent required. Minimum of two (2) years' related experience required. Proficiency in Microsoft Word and Excel required. Willingness to work flexible hours is required.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Excellent communication skills, both written and verbal, required. Strong interpersonal skills, with attention to detail and ability to handle confidential information with excellent judgment and discretion required. Demonstrated ability to set priorities and work with diplomacy and efficiency in a high demand environment essential. Familiarity with fundraising and the desire to advance in development is strongly preferred. Familiarity with overseas travel desirable.

Special Instructions

Preferred Qualifications

Essential Functions

Additional Essential Functions (Limit to 3950 characters.)

Special Indications

This position works with:

HIPAA Compliance training required

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Participation in Medical Surveillance required

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What type of posting? Is this a waiver request?

Standard Posting

Requisition Open Date


Requisition Close Date

Open Until Filled

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EEO Statement

Columbia University is an Equal Opportunity/Affirmative Action employer --Race/Gender/Disability/Veteran.

Local Hiring

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

This organization is a federal contractor subject to the Vietnam Era Veterans' Readjustment Assistance Act of 1974, as amended by the Jobs for Veterans Act of 2002, 38 U.S.C. 4212 (VEVRAA). The final rules now require contractors and subcontractors to invite applicants to self-identify as protected veterans or individuals with disabilities.

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