Executive Assistant

Columbia University in the City of New York; New York (NY); Hybrid; USD 90,000 - 105,000; Full time

Job summary

Columbia University in New York is seeking an Executive Assistant to the Dean and Chief of Staff at the College of Dental Medicine. This role provides high-level, confidential administrative support and serves as a key liaison with senior leadership, faculty, and external partners.

The role requires managing the Dean’s calendar, coordinating national and international travel, preparing communications, and supporting events and recruitment efforts with professionalism and discretion.

Qualifications

• Requires bachelor's degree or equivalent in education and experience.
• Experience supporting a senior executive in a fast-paced environment preferred.
• Excellent communication and organizational skills.
• Proficiency with MS Office and related technologies.

Responsibilities

• Provide confidential executive-level administrative support to the Dean at the College of Dental Medicine.
• Manage and prioritize the Dean’s calendar, coordinating meetings, travel, and commitments.
• Serve as the primary point of contact for communications directed to the Dean’s Office.
• Prepare and edit correspondence, presentations, agendas, and reports; draft communications for the Dean.
• Organize conferences, events, and symposia, including logistics and materials preparation.
• Coordinate faculty recruitment activities with departmental leadership.
• Collaborate with the Dean’s cabinet to support leadership development and faculty advancement.
• Assist in proposal and academic report preparation; track deadlines and submissions.
• Coordinate travel accommodations and reimbursements; ensure timely processing.
• Support internal communications strategies across divisions and campuses.

Skills

MS Office

Communication

Organization

Interpersonal skills

Time management

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

PowerPoint

Job description

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $90,000 - $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

Reporting to the Dean and Chief of Staff at the College of Dental Medicine, the Executive Assistant provides high-level, confidential administrative support with professionalism, discretion, and sound independent judgment. This role serves as a key liaison between the Dean and a wide range of internal and external stakeholders, including senior leadership, faculty, hospital administration, and academic collaborators. The Executive Assistant plays a critical role in ensuring the efficient operation of the Dean’s office and in supporting the strategic, academic, and operational priorities of the School.

Responsibilities

• Provide confidential executive -level administrative support to the Dean at the College of Dental Medicine in a dynamic academic medical center environment.
• Manage and prioritize the Dean’s complex calendar, coordinating high-level meetings, speaking engagements, national and international travel, and professional commitments to ensure optimal time management.
• Serve as the primary point of contact for all communications directed to the Dean’s Office, exercising sound judgment in triaging inquiries, routing correspondence, and facilitating timely responses.
• Prepare and edit correspondence, presentations, agendas, and reports; draft communications on behalf of the Dean with exceptional attention to detail and tone.
• Organize and support departmental conferences, events, and symposia, including logistics, materials preparation (e.g., PowerPoint presentations), and follow-up.
• Coordinate faculty recruitment activities in collaboration with departmental leadership, overseeing interview logistics, itineraries, and candidate communication.
• Collaborate closely with the members of the Dean’s administrative leadership cabinet to support leadership development initiatives and faculty advancement.
• Assist in the preparation and submission of proposals and academic reports; track deadlines and ensure timely submission of required materials.
• Coordinate travel accommodations and ensure timely processing reimbursements.
• Assist Chief of Staff with implementing effective internal communications strategies to disseminate key information across departmental divisions and campuses.
• Maintain strict confidentiality and exercise discretion at all times.
• Proactively anticipate the needs of the Dean and address issues before they arise.
• Represent the Dean’s Suite with the highest level of professionalism and responsiveness in interactions with internal and external stakeholders.
• Perform other projects and duties as assigned.

Minimum Qualifications

• Requires bachelor's degree or equivalent in education and experience plus four years of related experience.

Other Requirements

• Experience in an institution of higher education or complex organization supporting a senior level executive in fast-paced environment preferred.
• Intermediate to advanced level MS Office skills
• Proficiency with technology and social media platforms.
• Effective interpersonal and communication skills required.
• Ability to work under pressure with multiple and competing deadlines required and have excellent communication skills, written and oral.
• Must be highly organized, with excellent communication and follow through skills.

Equal Opportunity Employer / Disability / Veteran

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