Reporting to the Deputy Vice President for Arts and Sciences/Associate Dean for Development, Columbia College, the Executive Assistant/ Assistant Director (AD) is responsible for providing discreet and confidential overall executive-level coordination and support of the Associate Dean as well as the Senior Executive Director of Columbia College, Arts and Sciences, and Athletics.
The EA/AD has oversight of the unit's daily operations and expedites the careful coordination, planning, implementation and follow-up of Deputy VP/Associate Dean's top priorities. The EA/ AD is the liaison with partners and colleagues throughout the Office of Alumni and Development, while staying in close consultation with the office of the Dean for Columbia College, as well as other senior leaders across the University.
Serve as the principal liaison to the Associate Dean in all aspects of his/her interactions and communications with alumni, College, and university partners. Interact directly with College leadership, volunteer boards, and high-level alumni through all communication channels especially in preparing and distributing reports, briefings, and agendas. Assist Associate Dean in communications with Columbia College Dean's Office and other College and University Offices. Coordinate ongoing meetings and special ad hoc meetings. Prepare briefing and agenda materials.
Review and prioritize all incoming correspondence, compose high-level drafts and/or proof final draft responses, and maintain accurate records of all correspondence on behalf of the Associate Dean
Maintain Associate Dean's prospect lists and contact reports on the University development database. Prepare and update proposals, conduct research and compile information about fundraising opportunities, including but not limited to data for volunteer board presentations, donor/alumni prospect visits, benchmarking, etc. Update fundraising effort data and prepare reports as requested.
Work with the Deputy VP/Associate Dean to identify and set priorities consistent with the goals set forth by the Office of Alumni and Development and Columbia College; Serve as point of contact and linchpin to integrate the work and communication between the Senior Executive Director of Development, Executive Director of the Columbia College Fund, Executive Director of Development Initiatives and Senior Executive Director for Alumni Relations.
Foster an environment conducive to accountability, information-sharing and collaboration; work toward continually coalescing team members within the Annual Fund, Major Gifts, Alumni Relations and Communications departments; liaise with the marketing and communications team assisting, as often as possible, by writing and editing.
Maintain a complex calendar for the Associate Dean exercising independent judgment with respect to prioritizing and assessing the urgency and privacy of ongoing and new meeting/appointment requests. Prepare meeting arrangements, materials, and communications.
Oversees management of all logistics for high-level domestic and international travel involving the Dean of the College.
Provide day-to-day guidance and support to other Assistants in all aspects of scheduling meetings and appointments pertaining to development of the Office of Alumni and Development, Columbia College and Arts & Sciences priorities; Actively mentor junior talent and work with colleagues to assess and assist issues constructively and creatively.
Oversees budget for Deputy VP and reporting departments (Senior Executive Director, Major Gifts, GS, and Athletics Development) Forecast budget needs, ensure reporting accuracy, and monitor spending.
Perform other duties and special fundraising projects and support or plan events as needed.
Bachelor's degree required. A minimum of three (3) years of related experience including 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.
Demonstrated ability to work in a high pressure, fast-paced environment.
Demonstrated excellence in a variety of competencies including: project management, teamwork, analytical thinking and client/customer awareness.
Must possess the ability to work with changing priorities and multiple projects.
Excellent analytical, organizational, interpersonal, oral and written communication skills, including a high level of attention to detail and active listening skills.
Must be able to problem-solve and troubleshoot, in addition to the ability to work independently in a dynamic team environment.
Demonstrated ability to effectively partner with a diverse group of administrators and academic leaders. Must be able to negotiate issues, resolve problems and have strong influencing skills.
The successful candidate must be a strategic thinker, effective in moving strategic agendas, politically savvy, ensure the utmost discretion in all matters, as well as possess an ability to work well with all levels of management, both internally and externally, be flexible in nature, have a sound judgment with a collaborative style that fosters teamwork and cooperation beyond the immediate team to the broader organization.
Must have a passion for excellent customer service and commitment to exceptional quality.
**Applications submitted without a resume or cover letter will not be reviewed**
Advanced degree preferred
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 505920
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.