Executive Assistant

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Job description

• Requisition no: 518326
• Work type: Full Time
• Location: Morningside
• School/Department: Data Science Institute
• Grade: Grade 12
• Categories: Administrative Support

Position Summary

Reporting to the Interim Director of the Data Science Institute (DSI), the Executive Assistant will provide executive-level managerial and administrative support to the Institute Director. The incumbent will be responsible for ensuring that the Director's time is effectively allocated and that they have the information/materials needed to advance the priorities of the Institute. Additionally this individual will engage in special project work as needed and provide administrative support to members of the Data Science Institute's Leadership Team.

Responsibilities

• Manage the Director's demanding and frequently changing schedules including ensuring a timely response to meeting, travel and speaking requests;
• Schedule meetings requested by the Director, including proactively scheduling recurring meetings;
• Arrange leadership and other group meetings on behalf of the Director's Office handling associated logistics (venue reservations, materials, food, AV, tracking RSVPS);
• Oversee Institute's membership and affiliation process ensuring submissions properly follow Institute bylaws;
• Gather background materials and briefings to prepare the Director as well as write detailed meeting minutes and maintain decision records and follow ups;
• Support the Director's efficiency and effectiveness throughout the day by helping to keep them on schedule;
• Welcome office visitors and answer the Director's phone line;
• Arrange and manage complex business travel in compliance with the Institute, University and sponsor policies;
• Develop, review and edit correspondence, presentations and documentation. As well as prepare necessary materials for presentations and/or decision making purposes;
• Assist with special projects, events, and meeting preparation.
• Support other Institute initiatives through administrative support of DSI's Leadership Team;
• Prepare and process expense reports for the Director.

Minimum Qualifications

• Bachelor's Degree or its equivalent and 3-5 years of relevant experience, preferably in a higher education or executive setting;
• Demonstrated computer proficiency (word processing, Excel, databases, Powerpoint);
• Exceptional organizational skills;
• Excellent written and oral communication skills with a strong attention to detail;
• Demonstrated ability to manage projects independently, to work collaboratively as a member of a team and to lead on project specific assignments;
• Ability to take initiative and manage progress on projects that involve multiple contributors;
• Experience working against tight deadlines and an understanding of how to properly prioritize workload.
• Ability to develop new ideas and creative solutions;
• Demonstrated ability handling sensitive issues and maintaining confidentiality.
• Equal Opportunity Employer / Disability / Veteran
  
  Columbia University is committed to the hiring of qualified local residents.

Applications open: Sep Eastern Daylight Time
Applications close: