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: $95,000 - $105,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

Founded in 2012, the Data Science Institute at Columbia University advances the state of the art in data science and artificial intelligence, applying these fields responsibly to transform research, education, industry, and society. As a collaborative hub for research, education, and partnerships, we pursue foundational discoveries, bridge theory and practice, and cultivate talent ready to innovate responsibly for a more equitable, resilient, and thriving society.

Reporting to the Chief Operating Officer, the Executive Assistant provides senior-level executive, operational, and administrative support to the Institute Director and COO. The Executive Assistant serves as a trusted and proactive partner in managing leadership, priorities, coordinating complex schedules and engagements, preparing executive materials, handling confidential information, and ensuring the effective daily operation of the Director’s Office.

This role requires exceptional judgment, discretion, initiative, and professionalism. The Executive Assistant regularly interacts with senior University leaders, faculty, external partners, donors, industry representatives, students, and other key stakeholders, and is expected to represent the Director’s Office with responsiveness, diplomacy, and sound judgment. The incumbent will help coordinate priorities across multiple workstreams and support projects and initiatives that advance the Institute’s strategic and operational goals.

Subject to business needs, we may support hybrid work arrangements. Options will be discussed during the interview process.

Responsibilities

Executive Support and Calendar Management

• Manage highly complex and dynamic calendars for the Institute Director and COO, exercising independent judgment to prioritize meetings, speaking invitations, travel, deadlines, and competing commitments.
• Prioritize meeting requests, speaking invitations, travel, and commitments in alignment with Institute priorities.
• Serve as a primary point of coordination for the Director’s Office, ensuring leadership time is used effectively and urgent matters are surfaced appropriately.
• Prepare leaders with agendas, briefing materials, background documents, talking points, and follow-up items. For meetings, events, and engagements.
• Track commitments, deadlines, and action items on behalf of leadership, ensuring appropriate follow-through and timely completion.
• Serve as the principal representative for the Director’s Office by answering and directing inquiries, making priority decisions regarding callers, meetings, and correspondence, and creating an office environment that is responsive to the needs of the Institute’s and University’s varied constituencies.
• Exercise discretion and diplomacy in managing access to senior leadership and handling time-sensitive or confidential requests.

Operations and Coordination

• Coordinate leadership meetings, Institute-level meetings, advisory meetings, faculty and staff engagements, and cross-University engagements involving senior stakeholders.
• Manage room reservations, catering, technology set-up, attendee coordination, meeting logistics, briefing materials, and related follow-up.
• Support the COO and Director in organizing workflows, tracking priorities, and improving administrative processes for the Director’s Office.
• Identify opportunities to streamline office operations, improve communication flow, and strengthen coordination across leadership, administrative teams, faculty, and external partners.
• Coordinate with internal and external stakeholders to ensure meetings, events, and deliverables are well planned, accurate, and completed on time.

Communications and Confidential Materials

• Draft, review, edit, and distribute selected correspondence and communications on behalf of Institute leadership.
• Prepare briefing packets, presentations, reports, documenta…