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Executive Assistant

Data Science Institute

Executive Assistant

  • 533151
  • Morningside
  • Data Science Institute
  • Full Time
  • Opening on: Jan 10 2023
  • Grade 12
  • Job Type: Officer of Administration
  • Bargaining Unit:
  • Regular/Temporary: Regular
  • End Date if Temporary:
  • Hours Per Week: 35
  • Salary Range: $70,000 - 88,000 (depending on experience)
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

Founded in 2012, the Data Science Institute (DSI) at Columbia University is singularly focused on advancing the state of the art in data science with the goal of transforming all fields, professions and sectors the application of data science, and to ensure the responsible use of data to benefit society. DSI trains the next generation of data scientists, develops innovative technology, fosters collaborations in advancing techniques to interpret data and address pressing societal problems, and works closely with industry to bring promising ideas to market.

Reporting to DSI’s Chief Operating Officer, the Executive Assistant will provide executive-level managerial and comprehensive administrative support to the Institute Director and members of the Leadership Team. Working independently, the incumbent will be responsible for ensuring that the executives’ time is effectively allocated and that they have the information/materials needed to advance the priorities of the Institute.


Responsibilities

  • Manage the schedules and commitments for the Director of the Data Science Institute and members of the Institute’s Leadership Team ensuring timely responses to meetings, travel and speaking requests and ensuring leadership's time and presence is deployed in the most effective way to advance the Institute’s priorities locally, nationally and internationally;

  • Arrange and manage complex business travel itineraries and expense reports for the Director and members of the Leadership Team in compliance with and a keen understanding of the Institute, University and sponsor policies;

  • Provide expertise in the creation, review and distribution of select communications from the Institute’s Leadership Team through the development and review of correspondence, briefing packets, presentations and documentation, as well as prepare and maintain necessary materials, often including confidential and sensitive information, for decision making purposes;

  • Interact regularly with University senior administrators and exercise independent judgment to coordinate schedules and arrange leadership and other group meetings, including but not limited, to Executive Committee and Faculty Meetings;

  • Represent the Director’s Office in handling all associated logistics for meetings and events (venue reservations, materials, food, AV, tracking RSVPS, minutes);

  • Oversee the Institute’s membership and affiliation process with a keen understanding of the Institute’s bylaws in order to ensure submissions are processed and recorded properly and work closely with the communications team to manage the web presence of Institute members, and other related duties;

  • Serve as the principal representative for the Director’s Office by answering and directing inquiries, making priority decisions regarding callers, meetings, and correspondence and create an office environment that is responsive to the needs of the Institute and University’s varied consistencies;

  • Work with the Chief Operating Officer to develop procedures to ensure the smooth function of the Director’s Office;
    Responsible for the security and integrity of confidential materials relating to the Director and Institute including but not limited to faculty, administration, students and financial data;

  • Provides expertise on special projects and events. Other duties as assigned.

Subject to business needs, we may support hybrid work arrangements. Options will be discussed during the interview process.


Minimum Qualifications

  • Bachelor's Degree or its equivalent and 3-5 years of relevant experience, preferably in a higher education or executive setting;

  • Exceptional organizational, written and oral communication skills with a strong attention to detail;

  • Comprehensive knowledge of computer software applications such as Gmail, Google Workspace, Word, PowerPoint, Excel, Zoom with the ability to learn new technology quickly;

  • Motivated self-starter who enjoys working with people and has a customer service orientation;

  • Demonstrated ability to manage projects independently, to work collaboratively as a member of a team and to lead on project specific assignments with a high level of initiative, enthusiasm and commitment;

  • Experience working against tight deadlines and an understanding of how to properly prioritize workload;

  • Demonstrated ability handling sensitive issues and maintaining confidentiality;

  • Able to professionally engage with both senior leadership inside and outside of Columbia as well as faculty, staff, researchers and students.

**Applications submitted without a cover letter will not be reviewed.


Equal Opportunity Employer / Disability / Veteran

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

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