The Earth Institute at Columbia University seeks a self-motivated detail oriented and experienced Senior Executive Assistant to provide high level executive administrative managerial support to the Director of the Institute. The Senior Executive Assistant will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Director's Office, including highly sensitive and/or confidential matters. The Senior Executive Assistant will serve as a key member of the Director's staff and a central resource for the coordination and/or planning of the Director's activities. S/he will work closely with the Director to: Manage complex and extensive schedule and travel; Keep the Director abreast and well informed of upcoming commitments, responsibilities and relevant information, and ensure appropriate follow up and resources are available. The Senior Executive Assistant will also be accountable for drafting correspondence and correspond on the Director's behalf as needed, generating and processing reports, and managing and/or coordinating projects and assignments that facilitate the Director's ability to lead the Institute. S/he will be responsible for planning meetings and events and for special projects, as assigned.
Executive Support: Responsible for managing the Director's extensive and complex calendar and travel arrangements. Manage a complex meeting schedule and prepare meeting materials and follow-up documents. Ensure the Director is well informed of upcoming commitments and responsibilities and is appropriately briefed. Evaluate and prioritize time requests and manage the Director's schedule under significant constraints. Coordinate and assist in gathering resource information for meetings and presentations and prepare reports and presentation materials. Manage all incoming requests to the Director and exercise independent judgement to determine most appropriate action for routing, responding to and/or addressing inquiries. Ensure that the Director's biography and related materials are kept updated. Respond to requests for materials regarding the Director and the Institute in general. Plan and develop workflow procedures, ensuring correct and timely completion of all administrative work. Assist in scheduling and coordinating the agenda of senior management team meetings and other internal staff meetings. Welcome guests, in person and on the phone, and serve as the principal public relations ambassador for the Director, answering or directing inquiries as needed. Interact, on behalf of the Director, with senior University administrators, department chairs, program directors, deans and the general University community. Manage the Director's Office budget; process financial reimbursements and reconciles transactions for the Director. 70%
Communications and Outreach: Edit or complete first drafts for written communications (emails, memos, and letters) to internal and external stakeholders, on behalf of the Director, as needed. Manage communication as needed on behalf of the Director with Earth Institute staff, University administration, Board members, donors, and others, on matters related to the Director. Collaborate with the Director's team and the Development team in coordinating the Director's outreach activities. Follow up, as appropriate, on contacts made by the Director and support the cultivation of ongoing relationships. 20%
Other Duties: Assist in planning, implementation, and coordination of special events and special projects at the request of the Director. Participate actively in organizational initiatives and projects. Manage all other duties as assigned by the Director. 10%
Bachelor's degree or equivalent combination of education and experience required and at least 7 years of related work experience supporting a senior level executive.
Executive administrative experience managing a broad range of tasks, managing and prioritizing a complex calendar of executive and operational meetings for a senior level executive is required. Must possess strong organizational and project management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Excellent written and verbal communication skills in English, and a demonstrated proactive approach to problem solving with strong decision-making capability is also required. Additionally a proven ability to handle confidential information with discretion. Demonstrated ability to adapt to various competing demands and exhibition of the highest level of professionalism is essential.
Experience in higher education administration highly desirable.
Must be proficient in Microsoft Office (MS Word and PowerPoint). Able to work independently and under pressure, resourceful and adaptable, with the ability to manage multiple tasks simultaneously in a fast-paced environment is essential. Must possess and exhibit a high level of professionalism at all times in presentation, communication, initiative, judgement, tact and diplomacy. Demonstrated ability to anticipate needs and the ability to exercise discretion and judgment in matters that are sensitive and confidential is required. Must be a team player and able to effectively interact with all levels of faculty, staff and stakeholders.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 503629
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.