• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Schermerhorn Hall
• Salary Range: $65,800-$68,000

Position Summary

Reporting to the Chief of Staff, the Executive Assistant provides proactive, high-level administrative support to the Chief of Staff, Institute Director, Associate Director of Finance and Administration, and the broader Institute for Cancer Dynamics (IICD) team. This position plays a key role in facilitating day-to-day operations, managing priorities, uses independent judgment and ensures effective communication across the organization. The Executive Assistant operates in a dynamic, fast-paced environment and must demonstrate professionalism, discretion, and initiative.

Responsibilities

Executive Support (40%)

• Provide confidential and strategic support to executive-level leadership, including calendar management, communications, and meeting coordination. 
• Coordinate and manage complex calendars, ensuring alignment of schedules across multiple stakeholders. 
• Organize meetings, including agenda development, material preparation, and note-taking. 
• Draft, proofread, and edit communications, reports, and presentations with attention to detail with minimal oversight.  
• Proactively track and follow up on outstanding action items to ensure timely completion. 
• Additional duties as assigned.

Operational Management (25%)

• Serve as a primary point of contact for internal and external inquiries, handling communications with a high level of professionalism. 
• Provide day-to-day administrative assistance to IICD staff as needed. 
• Manage office organization, supplies, and workspace logistics. 
• Liaise with internal departments (e.g., IT, Facilities) to ensure efficient service and resolution of issues. 
• Coordinate visitor logistics, including security clearance and meeting space preparation. 
• Ensure meeting spaces are well-maintained and equipped for use. 
• Additional duties as assigned.

Event and Meeting Coordination (20%)

• Plan and execute logistics for meetings, events, and conferences, both on- and off-site. 
• Arrange travel and accommodations for visitors, speakers, and leadership. 
• Coordinate catering, AV/IT support, room setup, and other event-related needs. 
• Process related expenses, reimbursements, and vendor payments in a timely manner. 

Financial and Procurement Support (15%)

• Uses independent judgment to support financial processing, including purchase orders, invoices, and expense reports.
• Monitors expenditures and maintains organized financial documentation.
• Assists with budget tracking and reporting through reconciliation and periodic updates.
• Ensures alignment with financial policies and compliance standards.
• Additional duties as assigned.

Minimum Qualifications

• Bachelor’s degree or equivalent work experience. 
• At least 2 years of administrative or executive support experience. 
• Proficiency in Microsoft Office Suite and Google Workspace. 
• Strong organizational, time management, and multitasking skills. 
• Excellent written and verbal communication abilities. 
• Ability to work independently, exercise sound judgment, and maintain confidentiality.

Preferred Qualifications

• Experience supporting senior leadership in an academic or research setting. 
• Familiarity with Zoom, Trello, and Apple systems. 
• Background in basic financial administration and budget monitoring. 
• Comfort with preparing presentations and supporting communications efforts.

Equal Opportunity Employer / Disability / Veteran

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