Executive Assistant

Columbia University New York , NY 10007

Posted 3 weeks ago

  • Job Type: Officer of Administration

  • Bargaining Unit:

  • Regular/Temporary: Regular

  • End Date if Temporary:

  • Hours Per Week: 35

  • Salary Range: $70,000 - 88,000 (depending on experience)

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

Founded in 2012, the Data Science Institute (DSI) at Columbia University is singularly focused on advancing the state of the art in data science with the goal of transforming all fields, professions and sectors the application of data science, and to ensure the responsible use of data to benefit society. DSI trains the next generation of data scientists, develops innovative technology, fosters collaborations in advancing techniques to interpret data and address pressing societal problems, and works closely with industry to bring promising ideas to market.

Reporting to DSI's Chief Operating Officer, the Executive Assistant will provide executive-level managerial and comprehensive administrative support to the Institute Director and members of the Leadership Team. Working independently, the incumbent will be responsible for ensuring that the executives' time is effectively allocated and that they have the information/materials needed to advance the priorities of the Institute.

Responsibilities

  • Manage the schedules and commitments for the Director of the Data Science Institute and members of the Institute's Leadership Team ensuring timely responses to meetings, travel and speaking requests and ensuring leadership's time and presence is deployed in the most effective way to advance the Institute's priorities locally, nationally and internationally;

  • Arrange and manage complex business travel itineraries and expense reports for the Director and members of the Leadership Team in compliance with and a keen understanding of the Institute, University and sponsor policies;

  • Provide expertise in the creation, review and distribution of select communications from the Institute's Leadership Team through the development and review of correspondence, briefing packets, presentations and documentation, as well as prepare and maintain necessary materials, often including confidential and sensitive information, for decision making purposes;

  • Interact regularly with University senior administrators and exercise independent judgment to coordinate schedules and arrange leadership and other group meetings, including but not limited, to Executive Committee and Faculty Meetings;

  • Represent the Director's Office in handling all associated logistics for meetings and events (venue reservations, materials, food, AV, tracking RSVPS, minutes);

  • Oversee the Institute's membership and affiliation process with a keen understanding of the Institute's bylaws in order to ensure submissions are processed and recorded properly and work closely with the communications team to manage the web presence of Institute members, and other related duties;

  • Serve as the principal representative for the Director's Office by answering and directing inquiries, making priority decisions regarding callers, meetings, and correspondence and create an office environment that is responsive to the needs of the Institute and University's varied consistencies;

  • Work with the Chief Operating Officer to develop procedures to ensure the smooth function of the Director's Office;

Responsible for the security and integrity of confidential materials relating to the Director and Institute including but not limited to faculty, administration, students and financial data;

  • Provides expertise on special projects and events. Other duties as assigned.

Subject to business needs, we may support hybrid work arrangements. Options will be discussed during the interview process.

Minimum Qualifications

  • Bachelor's Degree or its equivalent and 3-5 years of relevant experience, preferably in a higher education or executive setting;

  • Exceptional organizational, written and oral communication skills with a strong attention to detail;

  • Comprehensive knowledge of computer software applications such as Gmail, Google Workspace, Word, PowerPoint, Excel, Zoom with the ability to learn new technology quickly;

  • Motivated self-starter who enjoys working with people and has a customer service orientation;

  • Demonstrated ability to manage projects independently, to work collaboratively as a member of a team and to lead on project specific assignments with a high level of initiative, enthusiasm and commitment;

  • Experience working against tight deadlines and an understanding of how to properly prioritize workload;

  • Demonstrated ability handling sensitive issues and maintaining confidentiality;

  • Able to professionally engage with both senior leadership inside and outside of Columbia as well as faculty, staff, researchers and students.

Applications submitted without a cover letter will not be reviewed.

Equal Opportunity Employer / Disability / Veteran

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


icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Executive Assistant

QBE Insurance Group Limited

Posted 3 days ago

VIEW JOBS 2/4/2023 12:00:00 AM 2023-05-05T00:00 <p>Primary Details</p><p>Time Type: Full time</p><p>Worker Type: Employee</p><p>At QBE, our purpose is to give people the confidence to achieve their ambitions inside and outside of work. From development opportunities, to flexible work options and highly competitive reward and benefits packages, we understand the importance of living our values when it comes to our people. Everything we do at QBE is underpinned by our company's cultural elements - because we know it's not just what we do that matters, it's how we do it that makes the difference.</p><p>This opportunity is accountable for enhancing senior executive's effectiveness by providing information management support, representing the senior executive to others.</p><p>Primary Responsibilities</p><ul><li><p>Produces information by transcribing, inputting, editing, retrieving, copying, and transmitting text, data, and graphics</p></li><li><p>Work independently and in a team environment on various projects; acts as project manager on behalf of the executive, which would include planning and coordinating presentations, disseminating information and organizing department-wide events</p></li><li><p>Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications</p></li><li><p>Maintains executive's appointment schedule by planning and scheduling meetings; conferences, teleconferences and travel</p></li><li><p>Represents the executive by attending meetings in the executive's absence; speaking for the executive</p></li><li><p>Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries</p></li><li><p>Maintains customer confidence and protects organization by keeping information confidential</p></li><li><p>Prepares reports by collecting and analyzing information</p></li><li><p>Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participates in professional societies</p></li><li><p>Contribute to a positive work environment by demonstrating cultural expectations and influencing others to reward performance and value &quot;can do&quot; people, accountability, diversity and inclusion, flexibility, continuous improvement, collaboration, creativity and fun</p></li></ul><p>Required Education</p><ul><li>Bachelor's Degree or equivalent combination of education and work experience</li></ul><p>Required Experience</p><ul><li>7 years relevant experience</li></ul><p>Preferred Competencies/Skills</p><ul><li><p>Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times</p></li><li><p>Managing one's own time and the time of others</p></li><li><p>Communicating effectively in writing as appropriate for the needs of the audience</p></li><li><p>Understanding the implications of new information for both current and future problem-solving and decision-making</p></li><li><p>The ability to read and understand information and ideas presented in writing</p></li><li><p>The ability to communicate information and ideas in speaking so others will understand</p></li><li><p>The ability to tell when something is wrong or is likely to go wrong</p></li></ul><p>Preferred Knowledge</p><ul><li><p>Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology</p></li><li><p>Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction</p></li><li><p>Advanced working knowledge of Microsoft Office</p></li></ul><p>QBE Cultural DNA</p><ul><li>Everything we do at QBE is underpinned by our DNA (which interlinks seven cultural elements) - because we know it's not just what we do that matters, it's how we do it that makes the difference. We expect all employees to role model and inspire the right behaviours that link to our cultural elements:-We are customer-focused-We are technical experts-We are inclusive-We are fast-paced-We are courageous-We are accountable-We are a team</li></ul><p>All employees are expected to adhere to QBE's Code of Ethics and Conduct and apply sound risk management practices</p><p>US Only</p><ul><li>Travel Frequency</li></ul><ul><li>Infrequent (approximately 1-4 trips annually)</li></ul><p>US Only</p><ul><li>Physical Demands</li></ul><ul><li>General office jobs: Work is generally performed in an office environment in which there is not substantial exposure to adverse environmental conditions. Must have the ability to remain in a stationary position for extended periods of time. Must be able to operate basic office equipment including telephone, headset and computer. Incumbent must be able to lift basic office equipment up to 20 lbs.</li></ul><p>US Only</p><ul><li>Disclaimer</li></ul><ul><li>To successfully perform this job, the individual must be able to perform each essential job responsibility satisfactorily. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential job responsibilities.</li></ul><p>Job Type</p><ul><li>Individual Contributor</li></ul><p>Global Disclaimer</p><ul><li>The duties listed in this job description do not limit the assignment of work. They are not to be construed as a complete list of the duties normally to be performed in the position or those occasionally assigned outside an employee's normal duties. Our Group Code of Ethics and Conduct addresses the responsibilities we all have at QBE to our company, to each other and to our customers, suppliers, communities and governments. It provides clear guidance to help us to make good judgement calls.</li></ul><p>QBE Cultural DNA</p><p>Everything we do at QBE is underpinned by our DNA (which interlinks seven cultural elements) - because we know it's not just what we do that matters, it's how we do it that makes the difference. We expect all employees to role model and inspire the right behaviors that link to our cultural elements:</p><ul><li><p>We are customer-centered</p></li><li><p>We are technical experts</p></li><li><p>We are diverse</p></li><li><p>We are fast-paced</p></li><li><p>We are courageous</p></li><li><p>We are accountable</p></li><li><p>We are a team</p></li></ul><p>All employees are expected to adhere to QBE's Code of Ethics and Conduct and apply sound risk management practices</p><p>Compensation</p><p>Base pay offered will vary depending on, but not limited to education, experience, skills, geographic location and business needs</p><p>Annual Salary Range: $68,000 - $102,000</p><p>AL, AR, AZ, Fresno, CA, CO (Remote), FL, GA, IA, ID, IL (Remote), IN, KS, KY, LA, MI, MN, MO, MS, MT, NC, ND, NE, NH, NV, OH, OK, OR, PA, SC, SD, TN, TX, UT, VA, VT, WI, WV and WY</p><p>Annual Salary Range: $75,000 - $112,000</p><p>CA (Remote, Irvine and Woodland), Greenwood Village CO, CT, Chicago IL, MA, MD, NY (Remote), RI, Houston TX and WA</p><p>Annual Salary Range: $85,000 - $128,000</p><p>San Francisco CA, NJ and New York City NY</p><p>Benefit Highlights</p><p>You are more than your work - and QBE is more than a workplace, which is why QBE provides you with the benefits, support and flexibility to help you concentrate on living your best life personally and professionally. Employees scheduled over 30 hours a week will have access to comprehensive medical, dental, vision and wellbeing benefits that enable you to take care of your health.</p><p>We also offer a competitive 401(k) contribution and a paid-time off program. In addition, our paid-family and care-giver leaves are available to support our employees and their families. Regular full-time and part-time employees will also be eligible for QBE's annual discretionary bonus plan based on business and individual performance.</p><p>QBE recognizes that exemplary benefits extend beyond benefits coverage and compensation. Flexibility in your working environment is important to maintaining balance and QBE is dedicated to ensuring employees achieve personal and professional integration by providing the opportunity for hybrid work arrangements.</p><p>How to Apply:</p><p>To submit your application, click &quot;Apply&quot; and follow the step by step process.</p><p>Equal Employment Opportunity:</p><p>QBE is an equal opportunity employer and is required to comply with equal employment opportunity legislation in each jurisdiction it operates.</p><br> QBE Insurance Group Limited New York NY

Executive Assistant

Columbia University