Executive Assistant to the University Secretary

Columbia University in the City of New York; New York (NY); On-site; USD 125,000 - 140,000; Full time

Job summary

Columbia University in the City of New York seeks an Executive Assistant to the University Secretary. This role provides comprehensive executive support and serves as a senior administrative resource for the Secretary and President's advisory activities.

The Executive Assistant anticipates needs, manages competing priorities, coordinates complex calendars, oversees office operations, and ensures confidential handling of materials across Trustee and senior leadership interactions at a large,

Qualifications

• Bachelor’s degree required and 5+ years of executive support experience.
• Experience in higher education administration or governance support.
• Proven ability to manage complex calendars and confidential information.
• Strong written and verbal communication skills.
• Budget monitoring and office resource management experience.

Responsibilities

• Provide executive support to the University Secretary and drive office priorities.
• Oversee operations, evaluate requests, and resolve complex matters.
• Prepare correspondence, reports, and briefing materials for meetings.
• Coordinate governance activities, including meeting logistics for Trustees.
• Manage complex calendars and Trustee schedules.
• Coordinate domestic and international travel and related logistics.
• Lead administrative projects from planning through completion.
• Develop and evaluate office policies and workflows.

Skills

Executive support

Budget management

Calendar management

Governance support

Discretion

Communication skills

Education

Bachelor’s degree

Tools

Microsoft Office

Database management

Job description

• Job Type: Officer of Administration


• Regular/Temporary: Regular


• Hours Per Week: 35


• Salary Range: $125,000 - $140,000

Position Summary

Reporting to the University Secretary, who also serves as an Advisor to the President, the Executive Assistant provides comprehensive executive support and serves as a senior administrative resource to the Secretary. The incumbent supports the Secretary in carrying out responsibilities associated with both roles, including the administrative coordination and follow-through related to the Secretary's advisory responsibilities to the President.

The Executive Assistant anticipates needs, independently manages competing priorities, resolves complex issues, and coordinates activities across multiple University offices. The incumbent interfaces with Trustees, senior executives, faculty, staff, and external partners, exercising exceptional judgment, discretion, and confidentiality.

The position manages the administrative operations of the Office of the University Secretary; develops and improves office procedures and workflows; participates in planning with some budget management responsibilities; and leads assigned projects and initiatives from concept through completion.

Responsibilities

• Provides comprehensive executive support to the University Secretary and independently drives the administrative activities and priorities of the office.


• Oversees the administrative operations and workflow of the Office of the University Secretary, evaluates requests and communications, resolves complex administrative matters, and determines matters requiring the Secretary’s attention.


• Prepares and coordinates executive correspondence, reports, presentations, briefing materials, research, and other information required to support meetings, decisions, and institutional activities.


• Provides high-level administrative coordination for University Trustees and other governance-related activities supported by the Office of the University Secretary, including meeting preparation, logistics, communications, and follow-up.


• Manages complex and demanding calendars for the University Secretary and coordinates Trustee schedules, resolving conflicts and accommodating competing priorities.


• Serves as an office liaison with Trustees, senior executives, faculty, staff, students, alumni, external organizations, vendors, and other constituents, using sound judgment and discretion in managing sensitive and high-visibility matters.


• Coordinates domestic and international travel, executive meetings, and related logistics, providing administrative approval in accordance with University policies and established authority.


• Leads assigned administrative projects and initiatives from planning through completion, establishing timelines, responsibilities, resources, and deliverables; monitors progress and addresses risks and obstacles to successful implementation.


• Develops, implements, and evaluates office policies, procedures, workflows, and administrative practices consistent with University requirements, identifying opportunities to improve efficiency, service, communication, and operational effectiveness.


• Performs other related duties and special assignments as directed by the University Secretary.

Minimum Qualifications

• Bachelor’s degree required.


• Minimum of five years of progressively responsible experience in executive support, administrative operations, higher education administration, governance support, or a related area within a large, complex organization.


• Demonstrated experience providing executive-level support to senior leadership, managing complex office operations, improving administrative processes, coordinating competing priorities, and ensuring timely completion of assignments.


• Experience developing, monitoring, and reconciling operating budgets and managing office resources, along with demonstrated ability to lead complex administrative projects from planning through completion.


• Exceptional judgment and demonstrated ability to independently analyze complex issues, evaluate alternatives, assess implications, and provide practical recommendations to senior leadership.


• Strong organizational, analytical, interpersonal, problem-solving, project management, and leadership skills, with excellent verbal and written communication skills and the ability to prepare executive correspondence, briefing materials, reports, presentations, and meeting documentation.


• Demonstrated ability to work effectively across organizational boundaries and communicate with senior executives, Trustees, faculty, staff, external partners, and other stakeholders in a high-volume, fast-paced, collaborative environment.


• Strong service orientation, discretion, and confidentiality, with the ability to handle sensitive executive, governance, financial, personnel, and institutional information.


• Advanced Microsoft Office skills with a good understanding of database management.


• Must be available to work early mornings, evenings, and weekends as necessary to support the Secretary’s responsibilities, Trustee activities, and time-sensitive University events.

Preferred Qualifications

• Advanced degree desirable.


• Experience working in a complex higher education environment and supporting senior university leadership is preferred.


• Understanding of University governance, academic administration, and the role of a university governing board is preferred.


• Experience with executive project management, operational planning, budget development, and process improvement is preferred.


• Formal supervisory experience and experience developing administrative staff are preferred.

Equal Opportunity Employer / Disability / Veteran

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