Executive Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $90,000 - $105,000

Position Summary

Reporting to the Dean and Chief of Staff at the College of Dental Medicine, the Executive Assistant provides high-level, confidential administrative support with professionalism, discretion, and sound independent judgment. This role serves as a key liaison between the Dean and a wide range of internal and external stakeholders, including senior leadership, faculty, hospital administration, and academic collaborators. The Executive Assistant plays a critical role in ensuring the efficient operation of the Dean’s office and in supporting the strategic, academic, and operational priorities of the School.

Responsibilities

• Provide confidential executive -level administrative support to the Dean at the College of Dental Medicine in a dynamic academic medical center environment. 
• Manage and prioritize the Dean’s complex calendar, coordinating high-level meetings, speaking engagements, national and international travel, and professional commitments to ensure optimal time management.
• Serve as the primary point of contact for all communications directed to the Dean’s Office, exercising sound judgment in triaging inquiries, routing correspondence, and facilitating timely responses.
• Prepare and edit correspondence, presentations, agendas, and reports; draft communications on behalf of the Dean with exceptional attention to detail and tone.
• Organize and support departmental conferences, events, and symposia, including logistics, materials preparation (e.g., PowerPoint presentations), and follow-up.
• Coordinate faculty recruitment activities in collaboration with departmental leadership, overseeing interview logistics, itineraries, and candidate communication.
• Collaborate closely with the members of the Dean’s administrative leadership cabinet to support leadership development initiatives and faculty advancement.
• Assist in the preparation and submission of proposals and academic reports; track deadlines and ensure timely submission of required materials.
• Coordinate travel accommodations and ensure timely processing reimbursements.
• Assist Chief of Staff with implementing effective internal communications strategies to disseminate key information across departmental divisions and campuses.
• Maintain strict confidentiality and exercise discretion at all times.
• Proactively anticipate the needs of the Dean and address issues before they arise.
• Represent the Dean’s Suite with the highest level of professionalism and responsiveness in interactions with internal and external stakeholders.
• Perform other projects and duties as assigned.

Minimum Qualifications

• Requires bachelor's degree or equivalent in education and experience plus four years of related experience.

Other Requirements

• Experience in an institution of higher education or complex organization supporting a senior level executive in fast-paced environment preferred.
• Intermediate to advanced level MS Office skills
• Proficiency with technology and social media platforms.
• Effective interpersonal and communication skills required.
• Ability to work under pressure with multiple and competing deadlines required and have excellent communication skills, written and oral.
• Must be highly organized, with excellent communication and follow through skills.

Equal Opportunity Employer / Disability / Veteran

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