Executive Assistant to the Head of School

$80,000 - $90,000/Yr

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

Full-time - Mid Level

New York, NY

Ambulatory Health Care Services

About the position

The Executive Assistant to the Head of School (HoS) provides dedicated executive support with utmost confidentiality and discretion. This role involves managing the HoS's complex calendar, interfacing with senior administrators, and developing administrative procedures to ensure smooth departmental operations. The position requires superior communication skills and the ability to represent the Office of the HoS effectively.

Responsibilities

• Provides dedicated executive support to the HoS with utmost confidentiality and discretion.
• Manages the HoS's complex and frequently shifting calendar.
• Anticipates logistical and functional needs of the HoS on a daily basis.
• Interfaces with senior administrators of the University consistently.
• Builds productive relationships with key stakeholders and their staff.
• Organizes documents and briefing memos for all HoS meetings.
• Prioritizes work given by the HoS and keeps them updated on progress.
• Manages reception for the HoS, greeting guests and providing information.
• Ensures that the HoS's meetings run on time and helps keep them on schedule.
• Arranges domestic and international travel for the HoS and Directors.
• Prepares agendas, meeting materials, and other briefing documents for meetings.
• Maintains and updates contact information of key TSC Partners and Stakeholders.
• Develops and maintains departmental organizational charts.
• Identifies and develops administrative procedures for smooth departmental functioning.
• Maintains inventory of and organizes office supplies.
• Manages office space and facilitates related activities.
• Screens incoming calls and relays messages accordingly.
• Completes and processes expense reports for the HoS.
• Ensures monthly reconciliation and out-of-pocket expenses are completed for the HoS and directors.
• Performs other related duties and special projects as assigned.

Requirements

• Bachelor's degree or equivalent required.
• A minimum of three years of relevant experience.
• Two to four years of prior experience supporting an executive office.
• Superior verbal and written communication skills.
• Strong computer skills, including proficiency in Gmail, Google Suite, Word, and Excel.
• Proficiency with Google Slides and MS PowerPoint for creating presentations.
• Ability to work with a sense of urgency and juggle competing tasks effectively.
• Excellent interpersonal skills and diplomatic savvy.
• Exceptional organizational skills and flexibility to handle multiple projects.
• Effective analytical and problem-solving skills.
• Detail-oriented, self-motivated, and able to communicate effectively with stakeholders.
• Ability to take initiative and work as a team player.

Nice-to-haves

• Prior experience supporting an executive level office in a higher education setting.
• Fluency in Spanish is preferred.

Benefits

• Health insurance
• Paid holidays
• Professional development opportunities
• Flexible scheduling