- Job Type: Officer of Administration
- Regular/Temporary: Regular
- Hours Per Week: 35
- Salary Range: $61,500 to $65,000
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.
Position Summary
Reporting to the Assistant to the Chief of Staff, the Senior Coordinator, Executive Support is responsible for assisting with the daily operations and administrative aspects of the Office of the President. The Senior Coordinator, Executive Support provides exceptional executive-level administrative support for senior leadership in the Office of the President, as well as exemplary customer service on behalf of the Office and Columbia University. The ideal candidate is highly motivated with extensive experience providing executive-level support in a fast-paced environment and can solve problems independently or with minimal direction. This position requires flexibility, judgment, tact, timeliness, attention to detail, and the ability to multi-task.
Responsibilities
- Provides confidential executive-level support for senior members of the Office of the President and Office of the Secretary staff with minimal oversight, including but not limited to, management of complex and frequently changing calendars, database and contacts management, travel research and booking, staffing events, and telephone coverage.
- Works with minimal oversight to prepare multifaceted materials for meetings, including conducting in-depth research, creating complex financial spreadsheets, and writing, and developing PowerPoint presentations. Provides information regarding the office and presidential initiatives to varied internal and external constituents.
- Opens office, greets guests, answers multiple phone lines, and relays messages using sound judgment. Ensures the highest level of diplomacy and discretion when interacting with visitors and callers. Discerns the nature and purpose of visits and calls with professionalism and exceptional customer service. Acts as a liaison to a broad range of constituents including Trustees and senior administrators of the University.
- Works closely with colleagues in the Executive Support team to coordinate meetings and special events, liaising with both internal and external participants and managing all related details including room reservations, engaging with vendors, and executing logistics. Ensures that meeting details are accurate, materials are provided to participants, and that any post-meeting follow-up is promptly completed.
- Regularly updates the accuracy of multiple contact lists, documentation, and database information on a variety of platforms and in coordination with colleagues inside and outside the Office of the President.
- Promotes collaboration across the office, ensuring efficiency, accuracy, and excellence in work product.
- Other duties as assigned.
Minimum Qualifications
Bachelor's degree or its equivalent required. Minimum two years of related experience.
Additional Position-Specific Minimum Qualifications
A minimum of two years of support experience and knowledge of modern office practices are required. Tact and good judgment in confidential situations are required as well as excellent customer service and superior verbal and written communication skills. Must exercise independent judgment to assess and prioritize commitments, resolve conflicts, and adapt in response to changing needs. The ability to complete multiple tasks with competing priorities as well as to perform daily tasks with confidentiality and discretion is required. Must be detail-oriented flexible and work as a team player in a fast-paced environment. Must be punctual and available to work additional hours as needed. Highly proficient Microsoft Office skills, including the ability to utilize advanced features in Outlook, create complex spreadsheets, manage databases, and generate reports, are a necessity.
Preferred Requirements
Prior experience supporting an executive-level office or position and proven experience interacting with senior management is strongly preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.