Advertised Summary Job Description: The Executive Assistant is responsible for providing administrative and executive level support to the AVP of Business School Information Technology, as well as direct reports. Coordinates all logistics for departmental events working closely with, faculty, students, administrators, alumni, senior corporate executives and major contributors (both corporate and private), operations and catering staff, as well as external vendors. The incumbent will administer programs, conduct research, analyze data and generate reports. The incumbent is also responsible for administrative support functions for the entire Columbia Business School (CBS) technology support group (TSG).
CHARACTERISTIC DUTIES AND ESSENTIAL RESPONSIBILITIES: -Responsible for assisting on coordination of CBS/CUIT migration program activities ? this includes but is not limited to: -Scheduling management for parties within CUIT and CBS -Communication ? preparing communications to internal and external stakeholders of the migration program -Responsible for information preparation for internal and external distribution related to migration program -Assists in records management of all migration program artifacts -Assists with data analysis and report creation for migration program activities -Manages the daily activities of the office of the AVP of Business School Information Technology. Directly supports the administrative requirements of the AVP of Business School Information Technology and provides administrative support for the TSG team. -Handles communications for the AVP of Business School Information Technology. Screens and refers all inquiries to appropriate staff for action and responds to complex inquiries based on policy. Receives reviews and makes appropriate disposition of correspondence, using independent judgment and initiative. -Responsible for oversight of IT assets, working with CUIT asset management team. Creates and updates asset tracking information. - Performs independent research for the AVP of Business School Information Technology and CBS technology support group (TSG): researching materials on the internet and in libraries, and providing assistance with design of presentations. Researches, compiles, and evaluates data and reports for the Client Services Lead. Performs analysis as needed. Provides employee orientation and support for new IT staff and maintain training guides. -Assists Technology Services Group in the maintenance and upkeep of its web presence, including knowledge management and light website content creation as directed. -Coordinates all logistics for business and entertainment functions and special events for the office of the AVP of Business School IT and the TSG department in support of constituent activities. Provides independent research and confidential information to the AVP of Business School Information Technology related to members attending, including University officials as well as vendor executives, major contributors and the Board of Overseers. Responsible for developing, compiling and providing information and arrangements to the attendees. -Researches and develops information for budget preparation. Interacts with vendors, reviews invoices, and orders supplies for the CBS technology support group (TSG). -Performs related duties and special projects as needed. -All other duties as assigned.
General Minimum Qualifications: -Bachelor's degree and/or its equivalent required. -Minimum 2-4 years related experience.
Additional Specific Minimum Qualifications: -2+ years related high level administrative support experience required. - Candidate must display tact, discretion and judgment and be able to maintain confidentiality and be able to manage multiple small projects/initiatives simultaneously. -Excellent proficiency with a personal computer and Microsoft Office software required. -Ability to manage multiple projects with changing deadlines in a high volume environment required. -Ability to perform non-routine work and attention to detail necessary. -Must be able to work independently as well as within teams. -Excellent written and verbal communication skills. -Demonstrated ability to work in a fast-paced, deadline driven environment. -Demonstrated excellence in a variety of competencies including teamwork/collaboration, analytical thinking, communication and influencing skills, and technical expertise. -Ability to work with changing priorities and with multiple projects. -Ability to be precise and attentive to detail is essential. -Ability to work with minimal supervision. -Ability to work weekend and off-hour work on occasion.
Preferred Qualifications: -Familiarity with web page editing strongly preferred.
As a member of the National Collegiate Athletic Association (NCAA) and the Council of Ivy Group Presidents (Ivy League), it is imperative that members of the Columbia University community, in all matters related to the intercollegiate athletics program, exhibit the highest professional standards and ethical behavior with regard to adherence to NCAA, Conference, University, and Department of Intercollegiate Athletics and Physical Education rules and regulations.
Columbia University is an Equal Opportunity/Affirmative Action employer.
Internal Number: 126_170135
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.