Columbia University - New York, NY

posted 5 months ago

Full-time
New York, NY
Educational Services

About the position

The Executive Assistant position at Columbia University is a vital role within the Center for Infection and Immunity (CII), which is recognized as one of the leading academic laboratories dedicated to pathogen discovery and infectious disease surveillance. This position reports directly to the Director and is responsible for providing comprehensive executive-level support in various day-to-day operations. The Executive Assistant will manage complex calendar schedules, coordinate domestic and international travel, and assist in the preparation and submission of manuscripts and funding proposals. Additionally, the role involves processing expense reports and supporting the CII faculty as needed, ensuring that the office runs smoothly and efficiently. The Executive Assistant will act as the gatekeeper for the Director, managing their calendar using shared iCal, and will be responsible for booking travel in accordance with the Director's preferences and funding guidelines. This includes liaising with event coordinators from organizations such as NIH and WHO for travel arrangements. The role also requires maintaining and updating presentation decks for meetings, coordinating internal meetings with external participants, and managing the CII website and faculty profiles. The Executive Assistant will also support the Program Manager in pre-award funding proposal submissions and assist in the submission of manuscripts to academic journals. In addition to these responsibilities, the Executive Assistant will handle media interview requests, update the Director's CV and NIH biosketch, and coordinate internal departmental events. The position requires a proactive individual who can perform related duties and special projects as necessary, ensuring that the CII operates effectively and meets its objectives.

Responsibilities

  • Serve as the Director’s gatekeeper and manage the Director’s calendar in a shared iCal.
  • Book both domestic and international travel with the Director’s preferences and funding guidelines.
  • Work with event coordinators in NIH/WHO/etc. for any travel reimbursed or booked directly by a government agency.
  • Maintain the Director’s presentation decks and update for upcoming meetings as needed.
  • Organize any internal meetings with external participants, including visitor registration, agenda, space, and meals.
  • Work with the MSPH Dean’s office for all DAG-related meetings and events.
  • Maintain the CII website and faculty profiles, obtaining necessary training from MSPH Communications and CUIMC IT as needed.
  • Process all Columbia-reimbursed expenses.
  • Work with the Program Manager to provide support as needed for pre-award funding proposal submissions.
  • Work with the Director, and other authors as needed, in submitting manuscripts to journals for consideration of publication.
  • Work with MSPH Communications for any media interview requests.
  • Update and maintain the Director’s CV and NIH biosketch.
  • Provide support and coordination of any internal departmental events.
  • Perform related duties and special projects as necessary.

Requirements

  • Requires a Bachelor's degree or equivalent in education and experience, plus three years of related experience.
  • Outstanding interpersonal and communication skills.
  • Impeccable spelling, proofreading, writing, research, and critical thinking skills.
  • Excellent verbal and written communication skills.
  • High attention to detail with the ability to anticipate needs.
  • Ability to handle confidential information appropriately.
  • Ability to set priorities and work with diplomacy in an efficient manner.
  • Highly proficient in Microsoft Office with advanced computer skills.
  • Demonstrated experience and skill in arranging international travel is essential.
  • High degree of computer literacy and facility (Mac OS, databases, MS Office Suite and internet search engines).
  • Motivated, able to make decisions independently, and comfortable working in a high-pressure environment.

Nice-to-haves

  • Master’s degree and/or its equivalent in public health.
  • Experience working in a higher education setting.
  • Experience supporting C-suite executives.
  • Proficiency in Photoshop.
  • High-level proficiency in PowerPoint.
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