Executive Assistant

Columbia University Irving Medical Center; United States; On-site; USD 90,000 - 105,000; Full time

Job summary

Columbia University Irving Medical Center's College of Dental Medicine is seeking an Executive Assistant to provide high-level administrative support to the Dean. The role serves as a key liaison with senior leadership, faculty, hospital administration, and collaborators to ensure smooth operation of the Dean's office.

The position requires a Bachelor's degree with at least four years of related experience, advanced MS Office skills, and excellent communication.

Qualifications

• Bachelor's degree or equivalent with 4+ years of related experience.
• Experience supporting a senior-level executive in a high-paced environment.
• Advanced MS Office skills.
• Excellent written and oral communication.
• Strong organizational and follow-through abilities.

Responsibilities

• Provide confidential executive-level administrative support to the Dean at the College of Dental Medicine in a dynamic academic medical center environment.
• Manage the Dean's calendar and travel, coordinating high-level meetings and engagements.
• Serve as primary contact for communications directed to the Dean's Office, triaging inquiries and routing correspondence.
• Prepare and edit correspondence, presentations, agendas, and reports; draft communications for the Dean.
• Organize conferences, events, and symposia; coordinate logistics and materials.
• Coordinate faculty recruitment activities with leadership and manage interview logistics.
• Support leadership development initiatives and faculty advancement.
• Assist in proposals and academic reports; track deadlines and submissions.
• Coordinate travel arrangements and reimbursements.
• Assist Chief of Staff with internal communications strategies.
• Maintain confidentiality and exercise discretion at all times.
• Represent the Dean's Suite professionally in interactions with stakeholders.

Skills

Communication skills

Interpersonal skills

Time management

Discretion

Executive support

Education

Bachelor's degree

Tools

MS Office

PowerPoint

Job description

Columbia University Irving Medical Center's College of Dental Medicine (CDM) is seeking a skilled Executive Assistant to join the team. Reporting to the Dean and Chief of Staff at CDM, 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.
• Columbia University Medical Center
• Dental Medicine
• Full Time
• Grade 105
• Job Type: Officer of Administration
• Regular/Temporary: Regular
• 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.

Equal Opportunity Employer / Disability / Veteran

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