Executive Assistant to the Vice President, University Life

Executive Assistant to the Vice President, University Life

Position Summary

University Life is a central division that supports all Columbia students by fostering an inclusive, connected University community across Columbia's 17 schools and all campuses. We serve as a hub for student engagement, cross-school collaboration, and coordinated University-wide initiatives that strengthen the student experience. Our work is grounded in building trusted relationships across the institution so that students can access the resources, opportunities, and support systems they need to succeed.

We advance student well-being, belonging, and personal development through programs, policies, and partnerships that encourage connection, leadership, and dialogue across diverse experiences and perspectives. Guided by our core values of connection, integrity, respect, service, and continuous learning, we are committed to creating environments where students feel welcomed, supported, and empowered throughout their academic journey.

Through close collaboration with students, faculty, and staff, University Life champions a Columbia defined by inclusion, community citizenship, and holistic support; one where every student can participate fully in campus life and contribute meaningfully to our shared University community.

Within this context, the Executive Assistant (EA) plays a critical role in advancing the priorities of University Life leadership and ensuring the effective functioning of the Vice President for University Life's (VPUL) office. Reporting to the VPUL, the EA serves as a strategic and operational partner (i.e., anticipating needs, managing sensitive information, helping prioritize competing demands, etc.) to the VPUL and the Senior Associate Vice President for Strategic Student Engagement. The ideal candidate is highly organized, discreet, and exercises sound judgment in all tasks.

Success in this role requires exceptional organizational skills, sound judgment, and the ability to anticipate needs, manage complexity, and build trusted relationships across a highly decentralized institution.

This full-time, in-person role includes front desk coverage Monday to Friday, 9 a.m.- 5 p.m.

Responsibilities

• Strategically manage and optimize complex executive calendars, ensuring alignment with institutional priorities and seamless daily flow. Serve as a primary point of contact and key liaison for internal and external stakeholders, including students, senior administrators, and partner offices.
• Exercise professionalism, discretion, and sound judgment while representing the Division of University Life and triaging requests, managing competing priorities, and determining appropriate escalation
• Manage and triage the VPUL's inbox, exercising judgment in prioritization, drafting responses, and ensuring timely and appropriate follow-up
• Provides as-needed back-up support with office inboxes and other communication channels, responding to inquiries from a variety of constituencies, ensuring timely follow-up and/or escalation to the appropriate staff member(s)
• Prepare and synthesize briefing materials, background information, and follow-up summaries to support executive decision-making and ensure leadership is prepared for meetings with senior administrators, students, and external partners.
• Analyze executive office workflows, including tracking deadlines and coordinating with key stakeholders to advance University Life initiatives overseen by the VPUL. Recommend improvements to scheduling, briefing, communication, and follow-up processes to increase consistency and efficiency across University Life leadership operations.
• Provide backup support for front office operations and reception within the executive suite, ensuring a professional and welcoming environment for all visitors and stakeholders.
• Manage and track all travel arrangements and business expense reimbursements within ARC/Concur, ensuring accuracy, timeliness, and compliance with University policies.
• Independently manage multiple executive office projects and operational workflows from planning through completion, including developing timelines, coordinating stakeholders, monitoring deliverables, identifying risks, and ensuring completion within established deadlines.
• Additional duties as assigned

Minimum Qualifications

• Bachelor's degree and/or its equivalent experience
• 3-5 years of related experience
• Experience managing complex calendars and scheduling across multiple stakeholders
• Superior verbal and written communication skills
• Strong computer proficiency, including Gmail, Microsoft Word, Excel, and PowerPoint
• Strong judgment, problem-solving, and decision-making skills with a customer service orientation
• Highly organized and detail-oriented, with strong follow-through on tasks and priorities
• Demonstrated ability to collaborate effectively in a team-based environment
• Flexibility to be available during off-hours for occasional team events or urgent needs
• Comfort in and experience with navigating fast-paced, high-pressure work environments

Preferred Qualifications

• Experience supporting senior executives or leadership teams in a higher education environment
• Familiarity with Columbia's systems, such as Concur and ARC (Accounting and Reporting at Columbia)
• Knowledge of project management and productivity software (ex, Asana) is a plus

Equal Opportunity Employer / Disability / Veteran

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