Executive Assistant

Columbia University Irving Medical Center; New York (NY); On-site; USD 90,000 - 105,000; Full time

Job summary

Columbia University Irving Medical Center’s College of Dental Medicine seeks an Executive Assistant reporting to the Dean and Chief of Staff to provide confidential, high-level administrative support. The role acts as a liaison with senior leadership, faculty, hospital administration and external partners, ensuring smooth operation of the Dean’s office and alignment with strategic priorities.

Responsibilities include managing the Dean’s calendar and travel, screening inquiries, drafting

Qualifications

• Requires bachelor's degree or equivalent in education and experience plus four years of related experience.
• Experience supporting a senior executive in a fast-paced environment preferred.

Responsibilities

• Provide confidential executive-level administrative support to the Dean in a dynamic academic medical center environment.
• Manage and prioritize the Dean’s calendar, coordinate meetings, travel, and professional commitments.
• Serve as primary contact for communications directed to the Dean’s Office and triage inquiries.
• Prepare and edit correspondence, presentations, agendas, and reports with attention to detail and tone.
• Organize conferences, events, and symposia including logistics and materials preparation.
• Coordinate faculty recruitment activities and candidate communication.

Skills

Interpersonal skills

Written and oral communication

Organization skills

Technology & social media proficiency

Work under pressure

Education

Bachelor's degree or equivalent

Tools

MS Office Suite

Job description

Grade 105

• 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

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.