Columbia University Executive Assistant for the Deputy Vice President for Administration in New York, New York

Position Information

Job Title

Executive Assistant for the Deputy Vice President for Administration

Job Code Title

Job Requisition Number



0704- OAD Operations VP



Job Type

Officer Full-Time Regular

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Hours Per Week


Job Family

Development / Alumni Relations

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Advertised Summary Job Description

Reporting to the Deputy Vice President for Administration, the Executive Assistant will assume executive level functions for the Deputy Vice President for Administration. This Executive Assistant will facilitate the smooth functioning of the DVP and the Administration team and work closely with other executive assistants throughout the Office of Alumni and Development. This position will also provide support to several Directors reporting into the DVP of Administration.

Job Responsibilities include but are not limited to the following:

  • Managing an extensive calendar; preparing agendas and all related correspondence for the Deputy Vice President

  • Processing of reports; conducting research and providing analysis for reports; preparing materials, minutes or meeting summaries as assigned

  • Coordinating and distributing materials and correspondences on behalf of the Deputy Vice President

  • Troubleshooting and identifying ways in which to improve processes and procedures

  • Handling the implementation, planning and coordinating of special events and initiatives as assigned

  • Special projects, strategic initiatives teamwork and related duties as assigned.

  • Arranging travel by booking transportation and lodging for the DVP, as well as other Directors in Administration

  • Preparing and processing expense reports, invoices and other reimbursement claims; keep extensive fiscal records and may provide an annual report on this financial activity

  • Interfacing on a consistent basis with Senior University officials

  • Serving as the main point of contact for the Office of the Deputy Vice President by managing all all communications coming into the office , answering scheduling requests and managing meeting requests

  • Assisting the Human Resources and Talent Management team with ad hoc assignments

Minimum Qualifications for Grade

Applicant MUST meet these minimum qualifications to be considered an applicant

Bachelor's degree and/or its equivalent required. Minimum of two to four years' related experience required. Must have working knowledge and experience using Microsoft Office including but not limited to Word, Excel and PowerPoint.

Additional Position-Specific Minimum Qualifications

Applicant MUST meet these minimum qualifications to be considered an applicant

Excellent verbal and written communication skills required. Strong interpersonal skills, with attention to detail, ability to handle confidential information with excellent judgment and discretion required. Demonstrated ability to set priorities and meet deadlines, as well as work with diplomacy and tact in a highly demanding environment. Excellent organizational and presentation skills required.

Special Instructions

Preferred Qualifications

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HIPAA Compliance training required

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Participation in Medical Surveillance required

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