Executive Assistant to the Head of School

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Standard Work Schedule: 8am - 4pm
• Salary Range: $80,000 - $90,000

Position Summary

Reporting to the Head of School (HoS), the Executive Assistant to the HoS will primarily report to the Head of School to provide dedicated executive support with utmost confidentiality and discretion. Which will entail managing the HoS complex and frequently shifting calendar. In addition, this position will be responsible for providing a wide range of managerial and administrative support to The School and the Director's Group. This position will also Interface with senior administrators of the University on a consistent basis to build productive relationships with key stakeholders and their staff and represent the Office of the HoS, while working directly with partner offices around the University. There will also be responsibility for identifying and developing administrative procedures to facilitate the smooth functioning of the Department and the achievement of organizational objectives. The position will also require Superior verbal and written communication skills, including an understanding of the high level of polish required at all times in a formal working environment.

Responsibilities

• Provides dedicated executive support to the HoS with utmost confidentiality, discretion, professionalism, responsiveness, and attention to detail.
• The Executive Assistant is responsible for managing the HoS complex and frequently shifting calendar. Anticipates logistical and functional needs of the HoS on a daily basis and is comfortable completing responsibilities outside of standard office hours and can include weekends to support the office of the HoS.
• Interfaces with senior administrators of the University on a consistent basis.
• Builds productive relationships with key stakeholders and their staff and represents the Office of the HoS, while working directly with partner offices around the University.
• Anticipates and organizes documents and briefing memos as needed for all HoS meetings.
• Prioritizes work given by the HoS and keeps the HoS updated on work progress and priorities.
• Manages reception for the HoS, including greeting guests, offering refreshments and providing information to office visitors.
• Ensures that the HoS' meetings run on time and helps to keep them on schedule.
• Establish priorities and keep these priorities in mind at all times in executing the work.
• Responsible for arranging domestic and international travel for the HoS and the Directors, including accommodation, auto rental, ground transportation reservations, itineraries, and other travel needs.
• Ensures the HoS is prepared for meetings and events by providing, gathering, or creating agendas, meeting materials, refreshments, determining attendees and other briefing documents and action items in advance of meetings.
• Maintains and updates contact information of key TSC Partners and Stakeholders.
• 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.
• Maintains inventory of and organizes office supplies.
• Manages office space, facilitates activities and related issues.
• Screen incoming calls, relay messages and route accordingly.
• Completes and processes expense reports for the HoS.
• Ensures monthly reconciliation and out of pocket expenses are completed for the HoS and directors.
• Performs other related duties and special projects as assigned.

Minimum Qualifications

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  Bachelor's degree and or equivalent required. A minimum three years relevant experience.

  
  

Additional Position-Specific Minimum Qualifications:

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  Two to four years of prior experience supporting an executive office.

  
  
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  Superior verbal and written communication skills, including an understanding of the high level of polish required at all times in a formal working environment.

  
  
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  Strong computer skills are required, including proficiency in Gmail, Gmail calendar, Google Suite Products, Word and Excel.

  
  
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  Proficiency with Google Slides and MS PowerPoint, with the ability to create professional, visually compelling multimedia presentations, that include video and other visual elements. Must be able to work with a sense of urgency, juggle competing tasks effectively, and have a drive for results.

  
  
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  Excellent interpersonal skills and diplomatic savvy to enable effective interactions with individuals at all levels of The School and to appropriately represent the Head of School and Directors in a positive manner.

  
  
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  Exceptional organizational skills and the flexibility to handle multiple projects simultaneously and meet deadline pressures.

  
  
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  Effective analytical and problem-solving skills with the ability to make decisions quickly and independently.

  
  
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  Extremely detail-oriented, self-motivated, and able to effectively communicate with internal and external stakeholders.

  
  
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  Ability to take initiative and the ability to work as a team player.

  
  
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  Must be able to identify priorities within multiple assignments in a high-pressure, short-deadline environment, and be able to work with diplomacy and efficiency in such an environment.

  
  
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  Excellent customer service and commitment to exceptional quality.

  
  
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  Tact and good judgement in confidential situations, a calm welcoming demeanor, and the ability to maintain a sense of humor in a fast-paced environment while getting the work done.

  
  
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  Prior experience supporting an executive level office in a higher education setting.

  
  

Preferred Qualifications

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  Prior experience supporting an executive level office in a higher education setting.

  
  
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  Fluency in Spanish is preferred.

  
  

Equal Opportunity Employer / Disability / Veteran

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