Executive Assistant to the Head of School

$80,000 - $90,000/Yr

Columbia University - New York, NY

Full-time - Mid Level

New York, NY

Educational Services

About the position

The Executive Assistant to the Head of School (HoS) at The School at Columbia University provides dedicated executive support with a focus on 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 HoS effectively while maintaining high standards of professionalism in a formal working environment.

Responsibilities

• Provides dedicated executive support to the HoS with utmost confidentiality, discretion, professionalism, responsiveness, and attention to detail.
• Manages the HoS's complex and frequently shifting calendar, anticipating logistical and functional needs.
• Interfaces with senior administrators of the University on a consistent basis.
• Builds productive relationships with key stakeholders and their staff, representing the Office of the HoS.
• Anticipates and organizes documents and briefing memos for all HoS meetings.
• Prioritizes work given by the HoS and keeps the HoS updated on work progress and priorities.
• Manages reception for the HoS, including greeting guests and providing information to office visitors.
• Ensures that the HoS's meetings run on time and helps to keep them on schedule.
• Responsible for arranging domestic and international travel for the HoS and the Directors.
• Ensures the HoS is prepared for meetings and events by providing necessary materials in advance.
• Maintains and updates contact information of key TSC Partners and Stakeholders.
• Develops and maintains departmental organizational charts.
• Identifies and develops administrative procedures to facilitate smooth departmental functioning.
• Maintains inventory of and organizes office supplies.
• Manages office space and related activities.
• Screens incoming calls, relays messages, and routes 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 and/or equivalent required.
• A minimum of three years relevant experience.
• Two to four years of prior experience supporting an executive office.
• Superior verbal and written communication skills, with an understanding of the high level of polish required in a formal working environment.
• Strong computer skills, including proficiency in Gmail, Google Suite Products, Word, and Excel.
• Proficiency with Google Slides and MS PowerPoint, with the ability to create professional multimedia presentations.
• Excellent interpersonal skills and diplomatic savvy for effective interactions at all levels.
• Exceptional organizational skills and flexibility to handle multiple projects simultaneously.
• Effective analytical and problem-solving skills with the ability to make decisions quickly and independently.
• Extremely detail-oriented, self-motivated, and able to communicate effectively with stakeholders.
• Ability to take initiative and work as a team player.
• Excellent customer service and commitment to exceptional quality.
• Tact and good judgment in confidential situations.

Nice-to-haves

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