Executive Assistant to the Provost

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $100,000-$120,000

Position Summary

Reporting to the Provost and the Chief of Staff of the Office of the Provost, the Executive Assistant is responsible for the overall executive-level support for the Provost's office. Candidate initiates and implements staffing plans to ensure that the proper support is provided. Incumbent acts as a point of contact for the various units of the office to ensure smooth operations and communications with all levels of University administrators, trustees, students, faculty and staff, as well as external constituents as needed.

Responsibilities

• Provides executive-level support for the Provost:
  
  
  
  • Manages complex calendars, contact lists, handles travel arrangements and screens all incoming communications determining which should be handled personally, which should be redirected and to where based on professional assessment of issues, and which should be brought to the attention of or scheduled with the Provost.
  • Initiates and administers document tracking process for incoming and outgoing correspondence.
  • Coordinates and assists in gathering resource information for the meetings and presentations; prepares reports and presentation materials.
  
  
  
  
• Provides executive-level support to the Chief of Staff:
  
  
  
  • Managing calendar and flow of incoming communication and prepares responses as required.
  • Advises Chief of Staff on organizational, staffing, and stakeholder issues in relation to Office of the Provost initiatives.
  • Supports other members of the Office of the Provost Senior Staff as needed.
  
  
  
  
• Is responsible for strategic planning for office workflow as well as a wide variety of special projects for the Office of the Provost.
  
  
  
  • Directs implementation of new procedures. Takes the lead in organizing and implementing special initiatives.
  
  
  
  
• Creates an office environment that is especially sensitive and responsive to the needs of the University's varied constituencies and stakeholders.
  
  
  
  • Serves as liaison to academic and administrative offices across campus, and as point of contact for external partners and inquiries.
  
  
  
  
• Supervises Senior Administrative Coordinator, temporary employees, and work study students for the Provost Office, coordinating with Chief of Staff and Director of Finance on all aspects of relevant human resources.
• Performs other responsibilities and duties as assigned.

Minimum Qualifications

• Bachelor's degree required, plus a minimum of five years of related experience required.
• Five years of related experience assisting an executive or senior level administrator required.

Additional Position-Specific Minimum Qualifications

• Demonstrated success in establishing and managing office operations and managing multiple priorities required.
• A deep knowledge of the university setting.
• Experience collaborating with range of executive level offices and personnel.
• Demonstrated ability to set priorities.
• Demonstrated ability to manage support personnel.
• Strong verbal, written and computer skills essential.
• Willingness to work evenings and the occasional weekend if necessary.

Equal Opportunity Employer / Disability / Veteran

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