Executive Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $80,000-$90,000

Position Summary

Reporting to both the Director and the Administrative Core Leadership of the Irving Institute for Clinical and Translational Research, the incumbent will be responsible for providing a wide-range of administrative support to executive level management of a major biomedical research institute.

Responsibilities

• Handle all travel arrangements on behalf of the Director, organizing itineraries, preparing travel reimbursements, and expense reports; maintain Director's calendar, including coordinating and scheduling appointments (in-person and virtually), meetings, and conferences (with strong follow-up); prepare agenda, meeting materials, and communicate with meeting participants.
• Assist the Director in clinical certification, hospital training and research training certification renewals as well as maintain up-to-date CV, NIH Biosketch and travel log per CUIMC and NIH guidelines
• Handle all telephone calls coming into Director's office; and serve as back up in Receptionist's absence. Greet, screen, and direct visitors.
• Facilitate the day-to-day administrative tasks of the Director's office
• Draft correspondence; prepare materials for meeting as needed
• Expertly liaise with senior and administrative staff members and a wide variety of University and Hospital officials, faculty members, and external contacts. Also work closely with Cardiometabolic Precision Medicine Program, the Director's research program, and Division of Cardiology administration
• Collect, distribute, and track incoming and outgoing office mail
• Maintain and update faculty and staff databases
• Assist in preparation of grant application materials, progress reports, and other special projects.
• File and index Director's publications, correspondence, and other office materials.
• Performs related duties & responsibilities as assigned/requested

Minimum Qualifications

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  BA/BS or equivalent in education, training and experience plus 3 years of experience

  
  

Preferred Qualifications

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  Must possess excellent computer skills, including MS Office Suite (Word, Excel, PowerPoint, Teams, SharePoint). Must be a dependable, highly motivated, proactive individual with a 'can-do' attitude who can work under pressure while adhering to tight deadlines.

  
  
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  Effective team player with a strong, service-minded work ethic, candidate must maintain highest level of confidentiality, exceptional judgment, and diplomacy at all times.

  
  
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  Demonstrated ability to work with minimal supervision. Must be detail-oriented with outstanding organizational ability to set priorities with ease and manage diverse projects and a large volume of detailed work simultaneously.

  
  

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.