Executive Assistant

Executive Assistant

Founded in 2012, the Data Science Institute at Columbia University advances the state of the art in data science and artificial intelligence, applying these fields responsibly to transform research, education, industry, and society. As a collaborative hub for research, education, and partnerships, we pursue foundational discoveries, bridge theory and practice, and cultivate talent ready to innovate responsibly for a more equitable, resilient, and thriving society.

Reporting to the Chief Operating Officer, the Executive Assistant provides senior-level executive, operational, and administrative support to the Institute Director and COO. The Executive Assistant serves as a trusted and proactive partner in managing leadership, priorities, coordinating complex schedules and engagements, preparing executive materials, handling confidential information, and ensuring the effective daily operation of the Director's Office.

This role requires exceptional judgment, discretion, initiative, and professionalism. The Executive Assistant regularly interacts with senior University leaders, faculty, external partners, donors, industry representatives, students, and other key stakeholders, and is expected to represent the Director's Office with responsiveness, diplomacy, and sound judgment. The incumbent will help coordinate priorities across multiple workstreams and support projects and initiatives that advance the Institute's strategic and operational goals.

Subject to business needs, we may support hybrid work arrangements. Options will be discussed during the interview process.

Executive Support and Calendar Management

• Manage highly complex and dynamic calendars for the Institute Director and COO, exercising independent judgment to prioritize meetings, speaking invitations, travel, deadlines, and competing commitments.
• Prioritize meeting requests, speaking invitations, travel, and commitments in alignment with Institute priorities.
• Serve as a primary point of coordination for the Director's Office, ensuring leadership time is used effectively and urgent matters are surfaced appropriately.
• Prepare leaders with agendas, briefing materials, background documents, talking points, and follow-up items. For meetings, events, and engagements.
• Track commitments, deadlines, and action items on behalf of leadership, ensuring appropriate follow-through and timely completion.
• Serve as the principal representative for the Director's Office by answering and directing inquiries, making priority decisions regarding callers, meetings, and correspondence, and creating an office environment that is responsive to the needs of the Institute's and University's varied constituencies.
• Exercise discretion and diplomacy in managing access to senior leadership and handling time-sensitive or confidential requests.

Operations and Coordination

• Coordinate leadership meetings, Institute-level meetings, advisory meetings, faculty and staff engagements, and cross-University engagements involving senior stakeholders.
• Manage room reservations, catering, technology set-up, attendee coordination, meeting logistics, briefing materials, and related follow-up.
• Support the COO and Director in organizing workflows, tracking priorities, and improving administrative processes for the Director's Office.
• Identify opportunities to streamline office operations, improve communication flow, and strengthen coordination across leadership, administrative teams, faculty, and external partners.
• Coordinate with internal and external stakeholders to ensure meetings, events, and deliverables are well planned, accurate, and completed on time.

Communications and Confidential Materials

• Draft, review, edit, and distribute selected correspondence and communications on behalf of Institute leadership.
• Prepare briefing packets, presentations, reports, documentation, decision materials, and other executive-level materials with accuracy and attention to detail.
• Handle confidential and sensitive information with the highest level of discretion, including faculty, student, administrative, financial, donor, partnership, and personnel-related matters.
• Maintain organized records, files, and tracking systems for correspondence, meetings, follow-up items, and leadership materials.
• Use sound judgment to determine when matters should be escalated, delegated, resolved independently, or brought to leadership attention.

Travel, Expenses, Events, and Special Projects

• Arrange complex domestic and international travel, including detailed itineraries, lodging, transportation, meeting logistics, and contingency planning.
• Prepare, submit, and reconcile expense reports in compliance with university policies and deadlines.
• Support special projects, events, leadership initiatives, and operational priorities as assigned by the COO and Institute Director.
• Assist with planning and execution of high-level meetings, convenings, visits, and events involving University leadership, external partners, donors, faculty, industry representatives, and other stakeholders.
• Provide project coordination support, including timeline tracking, stakeholder follow-up, document preparation, and logistical execution.
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree or equivalent combination of education and experience required.
• A minimum of 5–7 years of progressively responsible administrative or executive support experience, preferably in a higher education, research, nonprofit, executive office, or similarly complex environment.
• Demonstrated experience supporting senior executives or leadership teams, including complex calendar management, confidential correspondence, meeting preparation, travel coordination, and priority tracking.
• Exceptional organizational, written, and oral communication skills, with a strong attention to detail and the ability to produce accurate, polished materials.
• Demonstrated ability to exercise sound judgment, discretion, diplomacy, and professionalism in a fast-paced executive environment.
• Proven ability to manage multiple priorities independently, anticipate needs, solve problems proactively, and follow through on assignments with minimal supervision.
• Experience working against tight deadlines and managing competing priorities with flexibility, composure, and accuracy.
• Demonstrated ability to handle sensitive and confidential matters involving senior leaders, faculty, staff, external partners, donors, financial information, or institutional priorities.
• Strong proficiency with Google Workspace, Gmail, Microsoft Word, PowerPoint, Excel, Zoom, and related collaboration tools, with the ability to learn new technologies quickly.
• Motivated self-starter who enjoys working with people and has a strong customer service orientation.
• Demonstrated ability to manage projects independently, to work collaboratively as a member of a team, and lead -specific assignments with a high level of initiative, enthusiasm, and commitment.
• Experience supporting meetings, events, projects, or initiatives involving senior-level participants.
• Comfort interacting with senior University leaders, faculty, external partners, donors, industry representatives, students, and other high-level stakeholders.

Applications submitted without a cover letter will not be reviewed.

Preferred Qualifications

• Experience working in a university, research institute, academic department, executive office, or mission-driven organization.
• Experience supporting a director, dean, vice president, C-suite executive, faculty leader, or equivalent senior leader.
• Familiarity with Columbia University systems, policies, or administrative processes.
• Experience coordinating complex meetings, advisory boards, donor or partner engagements, faculty meetings, or high-level institutional events.
• Experience improving administrative systems, tracking tools, or office workflows.
• Interest in data science, artificial intelligence, research, higher education, or interdisciplinary academic environments.

Responsibilities for Budget/Assets

The incumbent does not have primary budget authority. The role may assist with expense tracking, reconciliation, vendor coordination, travel expenses, event-related expenditures, and related administrative processing in accordance with University policies.

Equal Opportunity Employer / Disability / Veteran

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