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: $70,000 - $74,000 Annually

Position Summary

The Columbia College Development and Alumni Relations (CCDAR) team serves the more than 55,000 living alumni of Columbia College along with current and past College parents and friends. We are an innovative team of development and alumni relations professionals committed to fostering strong, lasting relationships between Columbia alumni, parents, students and friends through engagement, participation and philanthropic investment. We connect stakeholders to opportunities that support College goals and advance engagement and fundraising priorities.

Reporting to the Dean for Columbia College Development and Alumni Relations/Deputy Vice President for Development, Columbia College and Arts & Sciences AND to the Associate Dean for Development and Alumni Relations, Columbia College/Senior Executive Director for Development, Columbia College and Arts & Sciences, the Executive Assistant is responsible for providing discreet and confidential overall executive-level coordination and support to both executives.

The Executive Assistant has oversight of the unit's daily operations and expedites the careful coordination, planning, implementation and follow-up of the Dean and Associate Dean's top priorities. The Executive Assistant is the liaison with partners and colleagues throughout the Office of Alumni and Development, while staying in close consultation with the Columbia College Office of the Dean, as well as other senior leaders across the College and University.

Responsibilities

• Serve as the principal liaison to the two senior leaders in all aspects of interactions and communications with alumni, College, and University partners. Interact directly with College leadership, volunteer boards, and high-level alumni through all communication channels especially in preparing and distributing reports, briefings, and agendas. Assist the senior leaders in communications with Columbia College Office of the Dean and other College and University Offices
• Facilitate ongoing meetings and special ad hoc meetings. Prepare briefing and agenda materials
• Review and prioritize all incoming correspondence, compose high-level drafts and/or proof final draft responses, and maintain accurate records of all correspondence on behalf of the two senior leaders
• Maintain prospect lists and contact reports in the University development database. Update fundraising data and prepare reports as requested
• Work with Gift Systems to record new gifts and pledges along with pledge payments, send pledge reminders, and other items related to gift processing
• Liaise with College offices to coordinate campus tours and visits
• Oversee multiple student workers tasked with providing campus tours
• Foster an environment conducive to accountability, information-sharing and collaboration; work toward continually coalescing team members within the unit
• Maintain a complex calendar for the two senior leaders, exercising independent judgment with respect to prioritizing and assessing the urgency and privacy of ongoing and new meeting/appointment requests. Prepare meeting arrangements, materials, and communications
• Coordinate and manage the logistics for high-level domestic and international travel involving the two senior leaders and the Dean of the College
• Provide day-to-day guidance and support to other assistants in all aspects of scheduling meetings and appointments pertaining to development of the Office of Alumni and Development, Columbia College and Arts & Sciences priorities; actively mentor junior talent and work with colleagues to assess and assist issues constructively and creatively
• Maintain the budget tracking for the unit; Forecast budget needs, ensure reporting accuracy, and monitor spending
• Perform other duties and special fundraising projects and support or plan events as needed

Minimum Qualifications

• Bachelor's degree required
• Minimum of two years of related experience including prior experience in or knowledge of the nature and operation of research universities
• Must possess demonstrated leadership and managerial skills with analytical ability and experience with strategic planning processes
• Demonstrated ability to work in a high pressure, fast-paced environment
• Demonstrated excellence in a variety of competencies including: project management, teamwork, analytical thinking and client/customer awareness
• Must possess the ability to work with changing priorities and multiple projects
• Excellent analytical, organizational, interpersonal, oral and written communication skills, including a high level of attention to detail and active listening skills
• Must be able to problem-solve and troubleshoot, in addition to the ability to work independently in a dynamic team environment
• Demonstrated ability to effectively partner with a diverse group of administrators and academic leaders
• Must be able to negotiate issues, resolve problems and have strong influencing skills
• Must be a strategic thinker, effective in moving strategic agendas, politically savvy, ensure the utmost discretion in all matters, as well as possess an ability to work well with all levels of management, both internally and externally, be flexible in nature, have a sound judgment with a collaborative style that fosters teamwork and cooperation beyond the immediate team to the broader organization
• Must have a passion for excellent customer service and commitment to exceptional quality.

**Applications submitted without a resume and cover letter will not be considered**

Preferred Qualifications

• Familiarity with fundraising is strongly preferred.

Equal Opportunity Employer / Disability / Veteran

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