Reporting to the Chief Financial Officer/Chief Business Development Officer, the Executive Assistant will support the CFO/CBDO and the Senior Director of Financial Analysis and Reporting. The person will perform confidential administrative duties with discretion and independent judgment and interface with senior and administrative staff members and a wide array of University and Hospital offices, faculty members, corporations, and government agencies.
Manage the day-to-day logistics of the CFO/CBDO and Senior Director's office:
Administer the CFO/CBDO and Senior Director's complex calendars, juggling continuously changing priorities; schedule and confirm meetings; coordinate committee meetings and conferences.
Ensure communication, collaboration and team work. Independently identify and resolves complex problems and issues with minimal guidance
Coordinate critical meetings related to budgets, strategic business plans, funds flow and department DA support including meetings with Department Chairs and Administrator, Dean and Deans' office personnel;
Schedule and manages logistics of team meetings and workgroups;
Coordinate logistics including travel arrangements of internal/external invitational meetings for the CFO/CBDO;
Prepare presentations for board members and the executive team;
Coordinate and assist with gathering resource information for meetings and presentations;
Prepare complex reports, meeting agendas and Power Point presentations for executive level meetings;
Read, distribute, and respond to correspondence when appropriate on behalf of the CFO/CBDO.
Screen and monitor calls, field questions, or forward them to the appropriate person;
Send internal/external communications via regular mail or email;
Develop and maintain filing system into a readily retrievable format;
Prepare and process expense reports, following-up with the appropriate departments of the University as needed;
Assist CFO/CBDO with recruiting process coordination, interview itineraries, evaluations, and onboarding for Chief and Senior Level Positions;
Continuity of large-scale project management scheduling with EPIC project managers;
Take minutes at meetings, as needed;
Perform special projects, as determined
Perform other related duties as assigned.
Requires a bachelor's degree or equivalent in education and experience, plus three years of related experience
Experience in an institution of higher education or other large, complex organization required
Attention to detail and follow-through
Excellent verbal and written communications skills; the incumbent must have the ability to think and write clearly and to edit material accurately, as well as communicate with senior executives and their administrative support
Must be able to work under pressure and meet deadlines; possess the ability to handle multiple projects simultaneously; to prioritize tasks while maintaining responsibility for timely execution; handle highly confidential information and materials.
Must have a proven track record of collaborating with others across a complex organization
Must have proven problem solving skills
Must have strong organizational skills
Must have a proven track record of working in a matrix organization with a complex organizational structure
Must be proficient in business software applications (excel, word, power point, e-mail, calendar, etc.)
Prior experience working in an executive administrative position preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 499861
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.