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: $80,000 - $82,000

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

The Vagelos College of Physicians and Surgeons Office of Development (VP&S OOD), a part of the Columbia University Irving Medical Center (CUIMC), is dedicated to facilitating relationships that support the vision and mission of CUIMC and VP&S: to transform health by driving discovery, advancing care, and educating leaders.

Reporting to the Associate Vice President for Development Strategy and Services (AVP-DSS) as a member of the Office of the Senior Vice President for Development, the Executive Assistant to the Senior Vice President for Development (SVP-D) provides high-level administrative, operational, and strategic support. In this role, the Executive Assistant serves as a key enabling partner to the SVP-D and the Office of Development (OOD) leadership team. The Executive Assistant will provide calendar and basic administrative and expense support for the AVP-DSS. The Executive Assistant also provides support to the development efforts of the Dean and the Office of the Dean of the Faculties of the Health Sciences through serving as a single point of contact and liaison. This role is central to ensuring the efficient operation of the SVP-D’s office and contributes to the overall effectiveness of the OOD department.

The successful candidate will bring exceptional organizational skills, sound independent judgment, and a proactive approach to managing a complex and fast-paced environment across multiple executives and teams. This role requires a high degree of professionalism, discretion, and strong communication skills, along with the ability to anticipate needs and manage competing priorities. The Executive Assistant will also support select team-wide activities and office operations, and provide limited finance and procurement support, including invoice processing and expense tracking.

This individual is expected to embody the CUIMC CARES values – civility, acceptance of difference, respect for all, ethical behavior, and supportive environment – and will play a meaningful role in advancing the division’s fundraising and engagement objectives.

Responsibilities

• Independently manages and prioritizes the SVP-D’s complex and dynamic calendar, exercising discretion to assess competing institutional, donor, and leadership priorities, resolve conflicts, and recommend sequencing and escalation to align with strategic objectives.
• Drafts, reviews, and refines correspondence, presentations, briefing materials, and reports on behalf of the SVP-D and in collaboration with OOD colleagues, exercising judgment regarding content, emphasis, and presentation to ensure alignment with institutional priorities and executive messaging standards. This includes assisting with presentation materials, typically PowerPoint, and with preparation of remarks.
• Liaises closely with the Office of the Dean of the Faculties of the Health Sciences to provide support for the Dean’s development and alumni work, including serving as a single point of contact for briefing materials and development-related activities
• Supports the SVP-D’s work across the Medical Center and the University, specifically with the Dean and Development Offices at the Medical Center, and the Office of Alumni and Development for the University.
• Prepares meeting materials for the SVP-D in collaboration with members of the OOD team, including agendas, background documents, and prospect briefing materials.
• Reviews and manages expense submissions for the SVP-D and select senior leaders, exercising judgment to interpret policy requirements, resolve discrepancies, and advise upwards on compliance with CUIMC guidelines.
• Maintains and updates contact records, meeting notes, and related information in the Salesforce database on behalf of the SVP-D.
• Serves as a trusted point of contact for internal and external stakeholders engaging with the SVP-D’s office.
• Provides calendar and b…