CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Standard Work Schedule: On-Site
• Salary Range: $82,000 - $95,000

Position Summary

The Executive Assistant and Operations Manager at Columbia University's School of International and Public Affairs (SIPA) will provide advanced administrative and operational support to the Office of the Chief Operations Officer (COO). This dynamic position blends traditional executive support with project management within a vibrant academic environment. The EA will serve as the first point of contact for the Office of the COO and coordinate time-sensitive and confidential communications with various internal and external stakeholders. The Executive Assistant plays a key role in anticipating the COO's needs, tracking and managing key initiatives, and maintaining high levels of professionalism and confidentiality.  The successful incumbent will demonstrate independent decision-making, effective task prioritization, and coping with pressure with minimal supervision.

At SIPA—the world’s leading school of global policy—we are committed to diversity, equity, and inclusion.  We work to cultivate these values in our practices, programs, and policies.  We aim to create a welcoming workplace that celebrates the unique lived experiences of all our staff, students, and faculty.  We are particularly interested in candidates who can contribute to the diversity and excellence of the School. 

Candidates must provide a cover letter, including details on how they plan to contribute to achieving the COO's objectives.

Responsibilities

• Provide high-level administrative support, project coordination, and strategic involvement in the operations of the Office of the COO. Identify and develop administrative procedures to facilitate its smooth functioning and achieve organizational objectives.
• Serve as the face of the COO’s office, with a consistent on-site presence five days per week. Professionally represent the office, facilitating in-person interactions and ensuring effective day-to-day operations.
• Oversee projects and logistical aspects for the COO's Office and its associated divisions, including Admissions and Financial Aid, Student Affairs, the Career Advancement Center, Communications and External Relations, Institutional Research, and the Picker Center for Executive Education.
• Track and project manage all initiatives under the COO’s purview. Ensure forward progress, identify problems and obstacles, and manage communications with key stakeholders.
• Identify and develop systems to facilitate the smooth operation of the office and implement organizational objectives.
• Attend meetings, take detailed notes, and prepare initial drafts of minutes and summaries. Manage pre- and post-meeting correspondence, agendas, report preparation, and track follow-ups. Maintain confidential files on faculty and administrative meetings.
• Assist in developing presentations and briefings for both internal and external audiences. Handle special projects, conduct research, analyze data, and generate reports as directed by the COO.
• Act as the primary point of contact between the COO and staff, faculty, students, and the public. Handle inquiries tactfully and with discretion and advise on school and university policies and procedures.
• Expertly manage the COO’s calendar. Organize and prepare for meetings, manage logistics,  create agendas and briefings, and gather documents.
• Draft, review, and send communications on behalf of the COO as needed. Coordinate interactions between parties to ensure appropriate follow-up and resolution.
• Serve as an expert on the internal systems and structures at the University to help the COO navigate effectively and productively.
• Responsible for vendor management of any service providers hired by the COO. Liaise with the finance department and other relevant offices to ensure proper processing of vendors and consultants.
• Recruit and supervise hourly student workers in support of the COO's office.
• Manage the travel and events budget for the COO. Coordinate travel arrangements and itineraries and prepare expense reports in compliance with the University's guidelines.
• Perform related tasks as assigned or requested.

Minimum Qualifications

• Bachelor’s degree or equivalent, and a minimum of three years of related experience required.

Preferred Qualifications

• Prior experience in higher education or similar, large, complex organization.
• Experience supporting a C-Suite level executive.

Other Requirements

• Excellent verbal and written communication skills, strong interpersonal skills, and the ability to handle confidential information with exceptional judgment and discretion.
• Significant experience in project management, adept at setting priorities, juggling multiple tasks, and maintaining diplomacy and efficiency under high pressure.
• Strong organizational and time-management skills, detail-oriented and proficient in multitasking.
• Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel).
• Experience analyzing and visually presenting data.
• A team player capable of cultivating productive working relationships across the university and our broader community.
• Resourceful, can-do attitude, thriving in a fast-paced environment.
• Must have flexibility to work extended hours when required.

Equal Opportunity Employer / Disability / Veteran

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