Reporting to Vishakha N. Desai, Senior Advisor for Global Affairs, Senior Research Scholar, SIPA and Richard E. Witten, Special Advisor to the President, the Executive Assistant is responsible for the overall executive level management of the Global Affairs and Columbia Entrepreneurship offices.
Manages all aspects of executive support for both Vishakha Desai and Richard Witten, including managing two extensive calendars, arranging complex domestic and international travel, preparing expense reports and correspondence within and outside of Columbia. Resolves problems independently and follows up on issues as needed, relieving the Advisors of matters of detail.
Responsible for the planning, implementation and coordination of meetings and events, working closely with the Columbia community and external partners which include several external Boards of Directors, Boards of Advisors and Boards of Trustees with which Vishakha Desai and Richard Witten are affiliated.
Gathers resource information for meetings and prepares briefs, agendas, meeting materials, minutes and all related correspondence, which includes in depth internet research, financial spreadsheets and PowerPoint presentations.
Conducts research and prepares reports related to university initiatives and objectives as directed by the Advisors.
Assists with development of Dr. Desai???s seminars at the School of International and Public Affairs; liaises with academic divisions and administrative units of the professional schools at the University, assists with syllabus construction, in addition to being the point of contact for her students, which ranges from 20-25 students each semester. Responsible for coordinating travel arrangements and logistical support for guest speakers for these seminars.
Identifies grant-funding for research and programs, including timely submission of grant applications for projects related to work being done by the Advisors, responsible for budgeting and spending of awarded funds.
Interfaces with senior administrators of the University on a consistent basis. Builds productive relationships with key stakeholders towards the development of University initiatives.
Manages student casuals/research assistants, providing them with duties and projects related to the Special Advisors work and setting deadlines for submission. Oversees their onboarding with Human Resources, work hours and timesheet submission.
Manages all correspondence with the Columbia Entrepreneurship Advisory Board: 15 current CEOs and other high level executives who constitute the advisory board, and their offices, in addition to development of Advisory Board meetings schedule, materials and agenda throughout the year.
Oversees the administration of the newly formed Columbia Entrepreneurship Design Studio and weekly workshops of 30+ students. Provides assistance for A/V and print material needs for the workshop, manages supporting student casuals and assists with business and travel reimbursement for Design Studio staff for work related to Columbia Entrepreneurship.
In conjunction with Columbia Entrepreneurship personnel, assists in collaborative programming at the Columbia Startup Lab, coordination of site visits to prospective spaces for the expansion of the Columbia Startup Lab, coordination of faculty and senior administration tours of the current 69 Charlton Street WeWork space, as well as development of upcoming Columbia Alumni events held at the Columbia Startup Lab.
Provides administrative leadership to the Columbia Entrepreneurship team, implementing relevant policies and procedures, including finance, IT and human resources. Responsible for processing expenses and light calendaring for Columbia Entrepreneurship Directors.
Responsible for coordinating and supervising all Special Projects assignments, project assistants, associates, student interns/work-study and consultants, tracks and monitors the fulfillment of project requirements and prepares reports as directed. Works closely with vendors to ensure that information is communicated appropriately to and from senior management.
Additional duties as assigned.
Bachelor's degree or its equivalent required. Minimum four years of related experience.
A minimum of four years of support experience as an assistant at the executive level preferred.
Excellent communication skills, both written and verbal, required. Demonstrated ability to set priorities and work efficiency in a highly pressured environment. Excellent organizational skills as well as the ability to relate to all levels of personnel required. Confidentiality and discretion are required. Must be highly detail oriented with excellent word processing skills. Familiarity with Microsoft Office Suite is essential
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.