Executive Assistant, Alumni Relations

Executive Assistant, Alumni Relations

Position Summary

The Columbia Alumni Association (CAA) and University Relations team within the Office of University Alumni Relations and Development supports the engagement of more than 430,000 alumni worldwide, as well as the identification, cultivation, and stewardship of alumni volunteers for the CAA, its committees, global clubs, and alumni groups. The team collaborates across the Office of Alumni Relations and Development, its School-based partners, students, and other stakeholders.

Reporting to the Director, CAA and University Relations, the Executive Assistant provides executive-level support to the Director, the Vice President for University Alumni Relations (VP), and members of the CAA and University Relations team. The role exercises independent judgment in managing competing priorities, coordinating sensitive Board and committee activities, determining appropriate next steps within established guidelines, and resolving administrative and operational issues on behalf of leadership. Serving as a key liaison for senior University leaders, alumni volunteers, and other stakeholders, the Executive Assistant handles confidential information with discretion, independently prioritizes work, and escalates complex or sensitive matters when appropriate to ensure the timely execution of departmental priorities.

Responsibilities

• Lead the coordination of CAA Board communications, meetings, conference calls, and related activities, ensuring priorities, timelines, and deliverables are effectively managed and maintaining the CAA Board calendar.
• In conjunction with the Assistant Director, CAA and University Relations, oversee the accuracy and integrity of CAA Board data within UpRoar, identify discrepancies, recommend improvements, and help establish procedures that support effective data management and reporting.
• Coordinate administrative and operational support for the Honors and Prizes, Nominating, Strategic Planning, Leaders Experience, and She Opened the Door Committees, including preparing agendas, meeting materials, correspondence, tracking action items, and following up on committee deliverables.
• Coordinate and manage communications, meeting logistics, and follow-up activities for the Columbia Alumni Directors program, independently monitoring priorities, resolving scheduling conflicts, and coordinating multiple stakeholders to ensure successful execution of program objectives.
• Partner with the Executive Assistant to the Vice President to coordinate planning and execution of Alumni Association Presidents meetings and related activities, anticipating needs and resolving operational issues independently whenever appropriate.
• Provide logistical and communications support for CU there! and Free Lunch Fridays, monitoring timelines and coordinating with multiple stakeholders to ensure successful execution.
• Partner with the Alumni Engagement and Signature Programming team on planning and implementation of initiatives, providing project coordination and monitoring progress against established timelines.
• Prepare reports, presentations, briefing materials, meeting minutes, data summaries, and executive correspondence to support leadership decision-making and strategic planning efforts.
• Work closely with members of the CAA and University Relations team and the Executive Committee of the CAA Board, serving as the primary liaison among senior University leadership, faculty, alumni volunteers, and external stakeholders by facilitating communications, resolving routine issues independently, coordinating priorities, and determining when matters require executive attention.
• Build and maintain productive relationships with internal and external stakeholders, handling confidential and sensitive Board, volunteer, alumni, and leadership information with discretion, responding to inquiries independently, and escalating matters requiring executive attention when appropriate.
• Provide executive-level administrative support for the Director, including managing a complex calendar, coordinating competing priorities, preparing briefing materials, monitoring deadlines, processing travel and business expenses, anticipating scheduling conflicts, independently recommending solutions, and ensuring executive priorities are effectively managed.
• Develop, implement, and continuously improve administrative processes, workflows, and office procedures to enhance operational efficiency, recommend process improvements, strengthen coordination across the team, and support evolving business needs.
• Manage assigned administrative and operational projects from planning through completion by establishing timelines, coordinating stakeholders, monitoring milestones, resolving routine issues, and ensuring deliverables are completed within established deadlines.
• Perform other related duties and special projects, as assigned.

Minimum Qualifications

• A bachelor's degree and/or its equivalent is required.
• A minimum of two (2) to four (4) years or related experience is required.
• Excellent communication skills, both written and verbal.
• Strong interpersonal skills with the ability to exercise sound independent judgment, maintain confidentiality, and interact diplomatically with senior leadership, alumni volunteers, and external stakeholders.
• Demonstrated ability to manage multiple competing priorities, exercise discretion, solve problems independently, and adapt in a fast-paced environment.
• Strong proficiency in Microsoft Office Suite, especially in Excel, as well as Google Workspace.

Preferred Qualifications

• Experience working with databases is preferred.
• Demonstrated proficiency in a variety of competencies, including project management, teamwork, and customer service.
• Experience working in a development office or within a higher education environment is preferred.

Other Requirements

• Must have a passion for excellent customer service and commitment to exceptional quality.
• Anticipates the needs of the team by taking a proactive approach, supporting project coordination, and helping to ensure the successful execution of assigned initiatives.
• Subject to business needs, the Office of Alumni Relations and Development supports a hybrid work arrangement for this position. Options will be discussed during the interview process.

Equal Opportunity Employer / Disability / Veteran

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