Executive Assistant Job at Columbia University Irving Medical Center in New York

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Grade 104. Salary range: $69,000 - $78,000.

Position Summary

The Executive Assistant provides critical support to the Associate Dean for Student Affairs, Support & Services and the Associate Dean for Career Development, undertaking senior administrative functions to ensure effective business development, operations, and office management. The role requires strong communication, organizational, and interpersonal skills, along with critical thinking, discretion, and the ability to manage sensitive information.

Responsibilities

• Work directly with the Associate Deans to provide timely support for all aspects of their daily activities, anticipating needs and managing logistics.
• Provide briefing materials and ensure preparation for executive engagements.
• Support senior management and, as needed, the administrative manager with delegated tasks.
• Manage the executive’s complex calendar, including meetings, conferences, speaking engagements, and travel arrangements, exercising discretion and prioritization.
• Organize and prepare all meeting and event needs, including committee meetings, office events, virtual spaces, documentation, minutes, and summaries.
• Develop travel itineraries and coordinate campus visits for collaborators, speakers, and candidates.
• Serve as primary point of contact, triage and respond to phone calls, visitors, and emails, redirect or resolve matters as appropriate.
• Coordinate logistics, documentation, and record‑keeping for governance bodies, committees, and working groups.
• Coordinate, monitor, and communicate projects and programs managed by the executive, including student records, MSPE letters, alumni inquiries, and credentialing.
• Draft, review, and send communication on behalf of the Associate Deans, including confidential memos, notices, and online materials.
• Assist in preparation of presentations, business documents, reports, tables, charts, and internal/external communications.
• Prepare, review, and edit reports, proposals, and documents for accuracy and quality.
• Coordinate IT, telecommunications, audio/visual hardware, and resolve software issues.
• Provide logistical and administrative support for events, ceremonies, institutional processes, and departmental projects.
• Reconcile financial transactions and follow university guidelines for accurate record‑keeping and timely processing of purchases, reimbursements, and invoices.
• Serve as liaison with internal offices and external organizations to support executive priorities.
• Provide cross‑coverage and backup support for other administrative staff as needed.
• Perform other duties as assigned.

Minimum Qualifications

• 3 years of related experience.
• Bachelor’s degree or equivalent in education and experience.

Preferred Qualifications

• Strong institutional knowledge.
• Experience working in a medical/health care system.
• Experience supporting senior leadership in medical education, administrative office operations, and complex student‑related processes.
• Demonstrated proofreading and editing skills for reports, proposals, or other documents.

Other Requirements

• Excellent organizational skills with ability to manage multiple priorities.
• Strong interpersonal and communication skills (written and verbal).
• Working knowledge of Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat, and Zoom.
• Ability to set priorities, exercise sound judgment and initiative.
• Capacity to handle multiple projects simultaneously and ensure timely execution.
• Strong customer service orientation and collaborative skills with multiple constituencies.

Equal Opportunity Employer / Disability / Veteran. Columbia University is committed to the hiring of qualified local residents.