Reporting to the President and Chief Executive Officer of the Investment Management Company (IMC), the Executive Assistant oversees the day-to-day administrative operations of the office and provides executive level and departmental support to the President including, complex calendar management, travel arrangements, meeting and special event management, and in the implementation of processes that aid in the efficient functionality of executive support within the office. The investment team includes 12 investment professionals and the Executive Assistant will support them with scheduling.
Responsibilities include but are not limited to:
Complex calendar management, including anticipation and resolution of schedule conflicts.
Complex meeting planning including assisting with determining appropriate attendees, preparing meeting notes and action items and all related correspondence.
Identifies and develops administrative procedures to facilitate the smooth functioning of the office and the achievement of organizational objectives.
Edits for grammar and structure key communications and documents, including emails, reports, procedures, websites and memos.
Drafts communications on behalf of the team and for team members to review.
Performs website content editor responsibilities for the IMC.
Uses appropriate technology to develop and deliver surveys.
In collaboration with other staff, participates in the implementation, planning and coordination of special events as assigned.
In collaboration and coordination with other Finance division Executive Assistants, plans and organizes cross-functional events including venue selection, menu planning, invitation and response tracking, vendor selection and coordination, etc.
Manages and arranges travel for President and Investment department employees as needed.
Maintains inventory of office supplies.
Prepares or assists with preparation of various business reports, presentations, and meeting materials.
Manages office space and facilities activities and issues.
Manages requests from the IMC Board and ensure that they have all materials as required by governance documents.
Performs other related duties and special projects as assigned.
Bachelor's degree and/or its equivalent, plus a minimum of three years related administrative experience supporting executives required.
Experience in an institution of higher education or other large, complex organization preferred.
Strong proficiency in Microsoft Office (Word, Excel, PowerPoint) essential, along with a comfort of using technology in the role.
Excellent oral, written, organizational and interpersonal skills required, with the ability to handle confidential information with exceptional judgment and discretion necessary. Accuracy, thoroughness and attention to detail essential.
Must be able to identify priorities within multiple assignments in a high pressured, short-deadline environment, and able to work with diplomacy and efficiency in such an environment.
Must have a passion for excellent customer service and commitment to exceptional quality.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 512107
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