Executive Assistant

Executive Assistant

The Vagelos College of Physicians and Surgeons Office of Development (VP&S OOD), a part of the Columbia University Irving Medical Center (CUIMC), is dedicated to facilitating relationships that support the vision and mission of CUIMC and VP&S: to transform health by driving discovery, advancing care, and educating leaders.

Reporting to the Associate Vice President for Development Strategy and Services (AVP-DSS) as a member of the Office of the Senior Vice President for Development, the Executive Assistant to the Senior Vice President for Development (SVP-D) provides high-level administrative, operational, and strategic support. In this role, the Executive Assistant serves as a key enabling partner to the SVP-D and the Office of Development (OOD) leadership team. The Executive Assistant will provide calendar and basic administrative and expense support for the AVP-DSS. The Executive Assistant also provides support to the development efforts of the Dean and the Office of the Dean of the Faculties of the Health Sciences through serving as a single point of contact and liaison. This role is central to ensuring the efficient operation of the SVP-D's office and contributes to the overall effectiveness of the OOD department.

The successful candidate will bring exceptional organizational skills, sound independent judgment, and a proactive approach to managing a complex and fast-paced environment across multiple executives and teams. 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 CUIMC CARES values civility, acceptance of difference, respect for all, ethical behavior, and supportive environment and will play a meaningful role in advancing the division's fundraising and engagement objectives.

Responsibilities

• Independently manages and prioritizes the SVP-D'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 on behalf of the SVP-D and in collaboration with OOD colleagues, exercising judgment regarding content, emphasis, and presentation to ensure alignment with institutional priorities and executive messaging standards. This includes assisting with presentation materials, typically PowerPoint, and with preparation of remarks.
• Liaises closely with the Office of the Dean of the Faculties of the Health Sciences to provide support for the Dean's development and alumni work, including serving as a single point of contact for briefing materials and development-related activities
• Supports the SVP-D's work across the Medical Center and the University, specifically with the Dean and Development Offices at the Medical Center, and the Office of Alumni and Development for the University.
• Prepares meeting materials for the SVP-D in collaboration with members of the OOD team, including agendas, background documents, and prospect briefing materials.
• Reviews and manages expense submissions for the SVP-D and select senior leaders, exercising judgment to interpret policy requirements, resolve discrepancies, and advise upwards on compliance with CUIMC guidelines.
• Maintains and updates contact records, meeting notes, and related information in the Salesforce database on behalf of the SVP-D.
• Serves as a trusted point of contact for internal and external stakeholders engaging with the SVP-D's office.
• Provides calendar and basic administrative and expense support to the AVP-DSS.
• Provides support to the department's management of the Board of Advisors meetings in collaboration with department colleagues and the Dean's office.
• Assumes other duties and projects as assigned.

Team Wide Support and Office Management

• Supports team wide operational needs, including onboarding and offboarding logistics for new and departing staff as needed in partnership with Development Services.
• Serves as a point of contact for SVP-D and leadership office supply inventory, placing orders, maintaining the office suite, and coordinating deliveries as needed.
• Provides logistical support for departmental meetings, retreats, and team events, including scheduling, room reservations, catering coordination, and materials preparation.
• Contributes to a well-organized, responsive, and professional office environment for the OOD division.

Minimum Qualifications

• Bachelor's degree or equivalent in education and experience required.
• 3 years related experience.

Preferred Qualifications

• Minimum of 4 years of progressively responsible administrative support experience, preferably in a fast-paced executive office or development/fundraising environment.

Other Requirements

• 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.
• Ability to operate independently and proactively with moderate to minimal supervision, anticipating the SVP-D's needs before they arise.
• 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 and discretion at all times.
• 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 department-wide events.
• Represent the SVP-D's office with the highest level of professionalism and responsiveness.

Equal Opportunity Employer / Disability / Veteran

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