Reporting to the Senior Vice President (SVP) for University Development, the Executive Assistant manages the executive-level administrative functions for the SVP, coordinates the International Gift Review process, serves as liaison to the Office of the Provost, and takes on special initiatives as needed. The Executive Assistant is responsible for managing a range of administrative tasks and projects, while serving as a central resource to senior Office of Alumni and Development (OAD) executives and academic leadership with regard to the SVP's responsibilities.
Operating in a dynamic, results driven, fast paced environment, the Executive Assistant is required to be positive, proactive, and exercise initiative and independent judgment. The incumbent must have a service-oriented focus and utilize discretion, tact and diplomacy with routine exposure to confidential information and sensitive matters.
Job responsibilities include, but are not limited to the following:
Manages SVP's engagement with OAD staff and outside constituents. Creates agendas, briefings, draft talking points, presentations, and other related correspondence and materials to ensure the SVP's preparedness for meetings and events. Authors email correspondence to OAD staff on behalf of SVP. Working directly with Executive Team members, solicits and prioritizes agenda items for bi-weekly Executive Team meetings.
Serves as OAD point-person for Office of the Provost, authoring or sourcing event briefings, meeting agendas, travel itineraries, and budget materials. Coordinates with Principal Gift administration on Provost's development activities.
Manages workflow of the International Gift Review Committee (IGRC), including creating agendas based on input from fundraisers and Prospect Development, organizing meetings and calls with the Office of the Provost, Office of General Counsel, senior faculty across the University, as well as senior fundraisers across the University. Authors Committee email correspondence on behalf of the SVP. Manages database of current and past IGRC cases for periodic review with Office of General Counsel.
Manages a complex meeting and event calendar for the SVP using discretion and judgment to ensure effective use of SVP's time. Creates or sources materials for meetings chaired by SVP, including Executive Team, weekly meetings with Executive VP for Alumni & Development, and monthly meetings with Executive VP for Arts & Sciences, among others. Manages all logistics for domestic and international travel.
Assists SVP in prospect management responsibilities, including using various database and software to input, extract, and manipulate confidential prospect and gift data as appropriate.
Manages ongoing interface with multi-university exchange partners, including Advancement Leadership Forum (ALF) and Leadership In Action (LIA), and IVY+. Organizes annual campus visit by consulting team from ALF, and ensures data requests for semi-annual meetings are fulfilled on time. Facilitates selection process for staff selection to participate in LIA, and manages overall LIA relationship from scheduling to billing.
Works in cooperation with the financial management and planning office to reconcile monthly operating budget of the SVP and reporting units. Initiates and processes purchase orders and expense reports as necessary. Creates expense reports and ensures corporate credit card is reconciled accurately.
Mentors and supports other executive assistants across OAD to foster an environment of accountability, information-sharing and collaboration. Provides interim coverage to Executive Team members in absence of their executive assistants.
Serves as active participant on cross-departmental teams supporting organizational culture and staff engagement, including but not limited to Culture Core and the annual Columbia Community Service staff fundraising campaign.
Performs other duties as assigned.
Bachelor's degree required; minimum of three (3) years of related experience at the executive level preferred.
Prior experience in or knowledge of the nature and operation of research universities highly desired.
Must possess demonstrated leadership and managerial skills with analytical ability and experience with strategic planning processes. Critical core competencies for successful performance in this role include: Highly-developed interpersonal skills (written/verbal), including active listening skills; excellent organizational skills, including a high level of attention to detail; political agility and interpersonal savvy; results/action-orientation; and project management skills. Must be flexible in nature, and have sound judgment with a collaborative style that fosters teamwork and cooperation.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 499798
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.