Executive Assistant to the Vice Dean, Development and Alumni Relations

Executive Assistant to the Vice Dean, Development and Alumni Relations

Reporting to the Vice Dean, Development and Alumni Relations, the Executive Assistant to the Vice Dean, Development and Alumni Relations provides high level administrative, operational, and strategic support. In this role, the Executive Assistant serves as a key enabling partner to the Vice Dean and the Development and Alumni Relations leadership team. This role is central to ensuring the efficient operation of the Vice Dean's office, supporting Board related activities as needed, and contributing to the overall effectiveness of the DAR division.

The successful candidate will bring exceptional organizational skills, sound independent judgment, and a proactive approach to managing a complex and fast paced executive environment. This role requires a high degree of professionalism, discretion, and strong communication skills, along with the ability to anticipate needs and manage competing priorities. The Executive Assistant will also support select team wide activities and office operations, and provide limited finance and procurement support, including invoice processing and expense tracking.

This individual is expected to embody the core values of teamwork, integrity, accountability, and respect, and will play a meaningful role in advancing the division's fundraising and engagement objectives.

About Columbia Business School: For over a century, Columbia Business School (CBS) has helped develop leaders and builders of enterprises who drive value for their stakeholders and society at large through our MBA, MS, PhD, and Executive Education programs. We are equally committed to cultivating new scholars and teachers and to creating and disseminating pathbreaking knowledge, concepts, and tools that advance the understanding and practice of management through our faculty research and PhD programs. Our vision is simple: to develop ideas and leaders that transform the world, from the very center of business.

Our ever-evolving curriculum, featuring pioneering courses, STEM certification, and immersive experiential learning, prepares students to excel in key areas such as digital transformation, entrepreneurship, innovation, twenty-first-century finance, the intersection of business and society, and climate and sustainability. The CBS administration enables CBS's educational and scholarly mission through strategic and operational guidance and support, optimizing School resources through well-designed, transparent processes with a culture of respect for all.

Responsibilities

Executive Support to the Vice Dean, Development and Alumni Relations

• Independently manages and prioritizes the Vice Dean's complex and dynamic calendar, exercising discretion to assess competing institutional, donor, and leadership priorities, resolve conflicts, and recommend sequencing and escalation to align with strategic objectives.
• Drafts, reviews, and refines correspondence, presentations, briefing materials, and reports, exercising judgment regarding content, emphasis, and presentation to ensure alignment with institutional priorities and executive messaging standards.
• Supports donor and prospect engagement by coordinating with prospect identification and research partners to assist with the preparation of individual and industry background materials, conducting online research as needed, maintaining related records in the database of record, and providing concise research summaries when applicable.
• Prepares meeting materials for the Vice Dean, including agendas, background documents, and prospect briefing materials.
• Reviews and manages expense submissions for the Vice Dean and select senior leaders, exercising judgment to interpret policy requirements, resolve discrepancies, and advise upwards on compliance with University and School guidelines.
• Maintains and updates contact records, meeting notes, and related information in the School's database of records.
• Serves as a trusted point of contact for internal and external stakeholders engaging with the Vice Dean's office.

Board, Finance, and Operational Support

• Serves as backup support for Columbia Business School Board and Board Task Force activities, assisting with coordination of logistics, materials, and schedules in partnership with the Director of Board Relations and Stewardship, and exercising judgment to ensure continuity and preparedness.
• Supports the maintenance of Board records, directories, contact information, onboarding materials, and Board related communications, ensuring accuracy, consistency, and timely updates. Provide administrative and coordination support for Board recruitment, stewardship efforts, and special projects as assigned.
• Provides limited finance and operational support for the Development and Alumni Relations division, including invoice processing, tracking, and submission in accordance with CBS and University procurement and finance policies.
• Assists with expense tracking, documentation, and reconciliation for select DAR activities, and develops working knowledge of CBS financial and procurement processes to serve as backup support to the DAR Finance and Operations function when needed.

Team Wide Support and Office Management

• Supports team wide operational needs, including onboarding and offboarding logistics for new and departing staff.
• Serves as a point of contact for office supply inventory, placing orders and coordinating deliveries as needed.
• Provides logistical support for departmental meetings, retreats, and team events, including scheduling, room reservations, catering coordination, and materials preparation.
• Supports coordination with Admissions related to alumni recommendations.
• Contributes to a well organized, responsive, and professional office environment for the DAR division.

Minimum Qualifications

• Bachelor's degree and/or equivalent related experience.
• Minimum of 3 years of progressively responsible administrative support experience, preferably in a fast-paced executive office or development/fundraising environment.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with an ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines with a high degree of accuracy.
• Outstanding written and verbal communication skills, with the ability to compose professional correspondence and interact effectively with diverse constituencies.
• Ability to exercise sound judgment, discretion, and maintain strict confidentiality.
• Proactive and resourceful problem-solver with a strong attention to detail.
• Strong interpersonal skills and a professional, positive demeanor.
• Ability to work occasional nights and weekends for Board and other division-wide events.

Preferred Qualifications

• Two or more years of non-profit or for-profit administration, or higher education administration experience.
• Familiarity with Columbia University or Columbia Business School welcomed.
• Previous success in office management welcomed.

Equal Opportunity Employer / Disability / Veteran

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