Executive Assistant and Office Manager

$63,000 - $72,000/Yr

The Trustees Of Columbia University In The City Of New York - New York, NY

Full-time

New York, NY

Ambulatory Health Care Services

About the position

The Executive Assistant and Office Manager is a pivotal role within the Dean's Office at Columbia Law School, responsible for overseeing the daily operations and providing high-level executive support to the Dean, Associate Dean, and other members of the Dean's Office team. This position requires a high degree of confidentiality and professionalism, as the Executive Assistant will serve as the first point of contact for various stakeholders, including faculty, staff, students, and alumni. The role involves managing the operations of multiple faculty committees and monitoring the Dean's Office budget, ensuring that all financial activities are accurately tracked and reconciled. In this capacity, the Executive Assistant will greet visitors, including high-profile dignitaries, and maintain a welcoming atmosphere in the Dean's Office. A key responsibility will be to create and maintain a knowledge management system that facilitates effective communication and problem-solving across teams. The Executive Assistant will also support various faculty affairs functions, including managing faculty appointments, governance practices, and the preparation of promotion and tenure materials. Additionally, the role involves planning and overseeing special events convened by faculty, ensuring that all logistics are handled efficiently. The Executive Assistant will work closely with the Director of Strategic Initiatives and Operations to coordinate hospitality meetings and events, which may include procuring catering and executing programming for students and faculty. This position also entails managing office supplies for the Law School, creating a catalog of materials, and streamlining inventory processes. The Executive Assistant will be expected to take on additional responsibilities and assist with special projects as directed by the Dean or Associate Dean, making this a dynamic and multifaceted role within the academic environment.

Responsibilities

• Manage the day-to-day operations of the Dean's Office at Columbia Law School.
• Provide highly confidential executive-level support to the Dean, Associate Dean, and other members of the Dean's Office team.
• Serve as the primary point of contact for stakeholders interacting with the Dean's Office, including faculty, staff, students, and alumni.
• Greet visitors to the Dean's Office in a welcoming and professional manner.
• Create and maintain a knowledge management system for the Dean's Office.
• Maintain communication between the Dean's Office, faculty, administrative departments, and University administration.
• Support operations of faculty affairs functions, including faculty appointments committees and governance practices.
• Oversee and monitor the Dean's Office non-personnel budget, reviewing and reconciling budget reports.
• Prepare travel and expense reimbursements for the Dean and Chief of Staff.
• Implement project management, filing, data sharing, and record-keeping procedures.
• Work with administrative departments and outside vendors to plan hospitality meetings and events.
• Support departments across the Law School in purchasing and maintaining office supplies.
• Create and maintain a catalog of supplies and standardize the Law School's stock of materials.
• Assume additional responsibilities and assist in the execution of special projects as directed by the Dean or Associate Dean.

Requirements

• A bachelor's degree is required.
• 2-4 years of relevant work experience in a university or corporate environment.
• Ability to maintain confidentiality and work effectively with executives in a complex organization.
• Strong computer skills, including proficiency in Microsoft Office and Google Suite.
• Excellent interpersonal, oral, and written communication skills.
• Ability to exercise tact and diplomacy in various situations.
• Proactive, accurate, organized, welcoming, professional, detail-oriented, and able to remain calm under pressure.
• Ability to work with diverse constituencies and support an inclusive work environment.