Coordinator, Executive Support

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 Associate Director of Executive Support, the Coordinator, Executive Support is responsible for supporting the daily operations and administrative functions of the Office of the President, with primary responsibility for all reception-related duties. The Coordinator upholds the highest standards of professionalism and customer service on behalf of the Office and Columbia University, ensuring an environment that is welcoming, attentive, and responsive to the needs of the University's internal and external communities.

Responsibilities

• Opens and closes and serves as the primary point of contact for the Office of the President reception area, independently assessing, prioritizing, and triaging inquiries from diverse University constituents, trustees, senior leadership, and external stakeholders, ensuring matters are handled with appropriate judgment, discretion, and tact.
• Creates a welcoming and professional environment for all visitors and meeting attendees, upholding the highest standards of customer service, attention to detail, protocol, and etiquette. Reviews and monitors daily event manifests, manages schedule adjustments, and communicates updates promptly to the appropriate Office of the President staff members and relevant stakeholders.
• Exercises independent decision-making in managing multiple competing requests, scheduling adjustments, and sensitive communications on behalf of the Office of the President, escalating only those matters requiring input by senior staff.
• Delivers exceptional hospitality by independently executing logistics for the President's meetings in Low Library and at the President's House, including technology setup, seating arrangements, food and beverage service, and post-event cleanup.
• Applies discretion and judgment in coordinating meeting logistics, particularly in cases that are time-sensitive or involve prominent personages such as senior University leadership, trustees, political figures, global leaders, media representatives, and government agencies.
• Develops, implements, and refines processes to streamline office reception, visitor protocols, and meeting coordination workflows, advising senior staff on improvements to enhance operational efficiency and the visitor experience.
• Applies professional judgment to manage confidential information, communications, and stakeholder interactions, representing the President's Office with the highest standards of protocol, confidentiality, and customer service.
• Anticipates office needs, monitors supply and facility requirements, and proactively recommends resource or process solutions to support seamless office operations.
• Assists with the planning, coordination, and execution of special projects and University-wide initiatives as directed to support the President and the Office.
• Assumes other responsibilities as assigned to advance the mission of the Office of the President.

Minimum Qualifications

• Bachelor's degree or its equivalent required. 0-2 years of related experience required.

Additional Position-Specific Minimum Qualifications

• 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.
• Must be able to exercise exceptional judgment along with exceptional organizational, interpersonal, and leadership skills with the ability to exercise a high degree of diplomacy, collaboration and problem-solving ability.
• Confidentiality and discretion are required.

Preferred Qualifications

• Prior experience supporting an executive level office or position strongly preferred.
• Two years of relevant experience preferred.

Equal Opportunity Employer / Disability / Veteran

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