Executive Assistant

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

The Executive Assistant in the Department of Public Safety serves as a strategic partner and trusted advisor to the Vice President (VP) and Deputy Vice President (DVP) of Public Safety, providing high-level administrative and operational support. This role is pivotal in ensuring the Vice President's and Deputy Vice President's time is optimized, communications are streamlined, and priorities are executed effectively. The Executive Assistant will manage the VPs and DVPs' calendars, handle incoming communications, and coordinate cross-functional initiatives within the department, CUFO, and the University.

Responsibilities

• Serve as the primary point of contact for the Vice President (VP) and Deputy Vice President (DVP), screening and managing phone calls, emails, and other forms of communication.
• Maintain and coordinate a complex calendar, including scheduling meetings, appointments, travel, and events.
• Prepare briefing materials, presentations, agendas, and follow-up documentation to ensure the VP and DVP are well-prepared for daily engagements.
• Facilitate communication and collaboration between CUFO, University departments, faculty, students, and external stakeholders.
• Track, monitor, and follow up on key initiatives to ensure alignment with departmental and institutional goals.
• Oversee the development and execution of strategic plans and special projects as assigned.
• Monitor and manage workflows, deadlines, and priorities on behalf of the VP and DVP.
• Draft correspondence, reports, and presentations in support of executive initiatives.
• Coordinate logistics for stakeholder meetings, EMOT meetings, leadership retreats, and institutional events.
• Represent the department in committee meetings and provide support as required.
• Perform other duties as assigned to support departmental and University objectives.

Minimum Qualifications

• Bachelor's degree required; advanced degree preferred. 5+ years of experience in executive support, project management, or administration, preferably in a public / campus safety environment within higher education.
• Exceptional organizational, communication, and interpersonal skills.
• Demonstrated proficiency in calendar management tools, Microsoft Office Suite - Excel, Word, and Outlook, is a must.
• Experience with Google Slides and Docs, PowerPoint, Canva, Adobe Acrobat, and virtual meeting platforms such as Teams and Zoom.
• Ability to work independently, manage multiple priorities, and adapt to changing needs.
• Ability to create, compose, and edit written materials.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Demonstrated ability to manage sensitive and confidential information in a campus safety environment, working with others to ensure compliance with FERPA, Clery Act, and institutional privacy policies.
• Ability to analyze data and prepare reports and presentations required.
• Must possess discretion and be able to handle multiple activities. Project management and strong customer service orientation required.

Equal Opportunity Employer / Disability / Veteran

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