Executive Assistant

Position: Executive Assistant
Location: New York, NY 10027
Duration: 6-month contract, possible extension or contract to hire
Hours: Monday - Friday, 9 AM - 5 PM, Onsite with potential hybrid schedule depending on the needs of the School and approval from the ‘Report To
Citizenship: US Citizens or Permanent Residents

Job Description:
Reporting to the Assistant Director of the Dean’s Office, provides discrete and confidential overall executive-level administrative support to the Dean’s Office of the Graduate School of Architecture, Planning, and Preservation (GSAPP), working with the Assistant Director, identifying and implementing policies and procedures to facilitate the Dean’s workflow, using sound judgment in determining priorities. The Executive Assistant interacts with all levels of University administrators, students, faculty members, as well as individuals and entities in both the academic and professional worlds.

Under the supervision of the Assistant Director, the Executive Assistant provides overall executive-level management support for the Dean. Manages the Dean’s schedule and commitments, overseeing a highly complex calendar that includes appointments, travel, lectures, and presentations. Has a high level of interaction with University senior administrators, international visitors, and donors, as well as students and faculty. Maintains communications with other GSAPP offices and with the Dean’s professional practice as they relate to the Dean’s activities. Coordinates and schedules other faculty meetings, such as the School’s Executive Committee, review committees, search committees, and awards committees, throughout the year. Assists in the creation, review, and distribution of communications from the Office of the Dean.

Under the supervision of the Assistant Director, manages and arranges travel for the Dean, including coordinating logistics with appropriate individuals at locations outside of Columbia University where the Dean will be present. Under the direction of the Assistant Director -prepares complex travel and business expense reports for the Dean and is responsible for the timely and accurate submission of expense reports and associated documentation to the Provost’s Office, including, but not limited to entering information into the University’s financial system and is the main point of contact with GSAPP’s Finance Office for financial matters relating to the Dean’s Office. Coordinates and schedules travel for Dean’s Office guests, including interviewees and other review committee members.

The Executive Assistant will work with the Assistant Director in organizing and providing all necessary material for the Dean’s outside lectures and presentations: title, bio, images, PowerPoint presentation, etc., and is responsible for maintaining that information is up to date. Will coordinate with the School’s Office of Communication when preparing the Dean’s presentations.

Bachelor’s degree required. Minimum of two years of related experience required.

Superior oral, written, and organizational skills required. Ability to anticipate and resolve issues for the Dean’s workflow. Ability to work in the environment of a busy executive office. Must be able to prioritize and handle a variety of projects simultaneously; must be able to exercise tact and discretion in handling sensitive and/or confidential matters, and possess good judgment. Ability to independently problem-solve, take initiative, react quickly, and work without supervision. Must be able to work well with a diverse group of people.

Must have strong computer skills, including the ability to perform independent internet research and proficiency in Microsoft Word, Excel, and Outlook programs. Ability to develop proficiency in presentation programs such as PowerPoint and Keynote, able to handle images through Photoshop and other visual programs, and able to review writing and reference letters to be distributed on behalf of the Dean.

Pay: $30.00 - $40.00 per hour

Expected hours: 40.0 per week

Work Location: In person