Advertised Summary Job Description: Reporting to the Vice President, Financial Operations and Compliance, the Executive Assistant oversees the day-to-day administrative operations of the office and provides executive level support to the Vice President, Financial Operations and Compliance and the Financial Operations and Compliance (including SPF, Tax and Payroll) department including, complex calendar management, travel arrangements, meeting and special event management; and, in the implementation of processes that aid in the efficient functionality of executive support within the office.
Responsibilities include but are not limited to: -Complex calendar management, including anticipation and resolution of schedule conflicts; -Meeting planning including assisting with determining appropriate attendees, preparing meeting notes and action items and all related correspondence. -Develops and maintains departmental organizational charts. -Identifies and develops administrative procedures to facilitate the smooth functioning of the Department and the achievement of organizational objectives. -In collaboration with other Department staff, participates in the implementation, planning and coordination of special events as assigned. -In collaboration and coordination with other Finance division Executive Assistants, provides coverage in absence of Executive Assistant in other departments. -In collaboration and coordination with other Finance division Executive Assistants, plans and organizes cross-functional events including venue selection, menu planning, invitation and response tracking, vendor selection and coordination, etc. -Manages and arranges travel for department employees as needed. -Coordinates and processes TBERS for the department. -Maintains inventory of office supplies. -Arranges for set up of new employees' phone, computer, and workspace. -Coordinates with CUIT and Finance to ensure new hires have all system access required. -Prepares or assists with preparation of various business reports, presentations, and meeting materials. -On a monthly basis, collects and reviews timesheets for all Officers of Administration within the department. -Manages office space and facilities activities and issues. -Liaises with CUIT regarding technical issues and computing equipment and assists with department laptop provisioning and administration. -Performs other related duties and special projects as assigned.
General Minimum Qualifications: Bachelor's degree and/or its equivalent, plus a minimum of three years related administrative experience required.
Additional Specific Minimum Qualifications: Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) essential. Excellent oral, written, organizational and interpersonal skills required, with the ability to handle confidential information with exceptional judgment and discretion necessary. Accuracy, thoroughness and attention to detail essential. Must be able to identify priorities within multiple assignments in a high pressured, short-deadline environment, and able to work with diplomacy and efficiency in such an environment. Must have a passion for excellent customer service and commitment to exceptional quality.
Preferred Qualifications: Experience in an institution of higher education or other large, complex organization preferred
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
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.