Executive Assistant to Special Advisor

$79,997 - $91,998/Yr

Columbia University - New York, NY

Part-time

New York, NY

Educational Services

About the position

The Executive Assistant to the Special Advisor at Columbia University is responsible for managing all administrative matters related to the Special Advisor's activities, as well as overseeing special projects. This role requires interfacing with senior members of the university administration and various external stakeholders, ensuring efficient office operations and high professionalism.

Responsibilities

• Provides highly confidential executive level support for the Special Advisor.
• Resolves problems independently, relieving the Special Advisor of matters of detail.
• Drafts and initiates correspondence and manages various aspects of the Special Advisor’s expenses.
• Handles highly confidential and sensitive information and maintains discretion.
• Coordinates gathering resources and information for meetings and presentations, and assists with the preparation of reports and presentation materials.
• Ensures Special Advisor’s calendar, database of contacts, and filing systems are up-to-date using sound judgment in determining priorities.
• Works closely with the Special Advisor and other senior managers on various special projects.
• Tracks and monitors the fulfillment of project requirements and prepares reports as directed.
• Works closely with vendors to ensure that information is communicated appropriately to and from senior management.
• Conducts research for assigned projects and acts proactively to ensure that senior management has all relevant information.
• Interfaces with senior administrators on a consistent basis and builds productive relationships with key stakeholders.
• Additional duties as assigned.

Requirements

• Bachelor’s degree or its equivalent combination of education and work experience required.
• Minimum three years of related experience.
• Excellent written and verbal communication skills, and the ability to set priorities in a fast-paced environment required.
• Excellent organizational skills, experience interacting with senior management, and ability to relate to all levels of personnel required.
• Must be highly conscientious and detail oriented, efficient, and calm under pressure.
• Diplomacy, tact, discretion, and the ability to manage multiple tasks simultaneously required.
• Proficiency with Microsoft Office, including with advanced features of Outlook, is essential.
• Knowledge of modern office practices required.

Nice-to-haves

• Prior experience supporting an executive level office or position strongly preferred.
• Experience in an institution of higher education preferred.