Executive Assistant and Project Manager

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Executive Assistant and Projects Manager position offers a unique opportunity to play a central role in shaping the student experience at one of the world's leading universities. In this fast-paced, dynamic role, you will provide high-level executive support, lead complex projects, and help manage the day-to-day operations of the USL Dean's Office. You will be at the heart of major student life initiatives, from orientation and opening weekend to key events throughout the academic year, while partnering with a diverse community of students, faculty, staff, and alumni. This position is ideal for someone who thrives on organization, collaboration, and strategic thinking, and who is excited to contribute to a mission-driven team dedicated to fostering an inclusive and vibrant undergraduate experience.

Responsibilities

Executive Assistance

• Provide confidential, executive-level support to the DUSL and ADUSL, including managing complex calendars.
• Create a professional, welcoming, and responsive environment for students, families, faculty, staff, alumni, and university partners that embodies the values of USL.
• Prepare complex correspondence and other written materials with minimal oversight.
• Serve as a liaison between the Dean's Office and various internal and external stakeholders.
• Anticipate the needs of senior leaders and proactively address them.
• Provide support for training, meetings, and events, including coordinating room reservations, catering, agendas, and other administrative tasks.
• Manage office calendars and staffing coverage, prepare materials for office-wide meetings, events, and trainings, and assist with onboarding new staff members
• Prepare and distribute reports, briefings, and agendas.
• Oversee the creation and delivery of marketing and communication materials that reflect USL's mission.
• Serve as a resource and point of contact for USL inquiries.
• Support the operations of USL to create a welcoming and responsive environment for students, families, faculty, staff, alumni, and University partners.

Project Management & Coordination

• Track and support multiple USL projects, ensuring alignment with strategic goals and deadlines.
• Support a project management culture by guiding project leads in developing organizational and project management skills.
• Define project scope and goals, develop budgets and schedules, coordinate resources, manage risks, maintain clear communication with all stakeholders, and keep complex initiatives on track.

Financial Management

• Assist DUSL with strategic financial planning and overall budget management.
• Work with the Finance and Administration team to reconcile budgets, generate reports, and process reimbursements.
• Handle purchases, accounts payable, financial tracking (including P-Card, internal transfers, purchase orders), and travel / business expenses.

Participate in the growth and development of USL, the College & School of Engineering, and Columbia University

• Support the onboarding and off-boarding process for students.
• Support key student life initiatives.
• Support key initiatives and experiences within USL and the College & School of Engineering, such as NSOP, opening weekend, orientation, homecoming, commencement, traditional events, etc.
• Serve as a responsible committee representative as requested.
• Attend necessary meetings and inform staff regarding relevant information.
• Promote efficiency and courtesy throughout the University community and ensure that it is consistent with USL's mission and values.
• Remain cognizant of the University's mission and identity, the constant promotion of inclusion, and the importance of student voices.
• Communicate effectively with supervisor concerning pertinent departmental and / or University matters.
• Other duties as assigned.

Minimum Qualifications

• Bachelor's degree required.
• Minimum of two years of project management and data analysis experience.
• Must possess demonstrated leadership and managerial skills with analytical ability and experience with strategic planning processes.
• Demonstrated excellence in a variety of competencies, including project management, teamwork, analytical thinking and client / customer awareness.
• Strong computer skills required, including proficient knowledge of Google G Suite (Gmail, Docs, Drive, Calendar), and Microsoft Office Suite (Word, Excel, PowerPoint).
• Must possess the ability to work with changing priorities and multiple projects.
• Excellent analytical, organizational, interpersonal, oral, and written communication skills, including a high level of attention to detail and active listening skills.
• Must be able to problem-solve and troubleshoot, in addition to the ability to work independently in a dynamic team environment.
• Demonstrated ability to effectively partner with a diverse group of administrators and academic leaders.
• Must be able to negotiate issues, resolve problems, and have strong influencing skills.
• Must be a strategic thinker, effective in moving strategic agendas, politically savvy, ensure the utmost discretion in all matters, as well as possess an ability to work well with all levels of management, both internally and externally, be flexible in nature, have a sound judgment with a collaborative style that fosters teamwork and cooperation beyond the immediate team to the broader organization.
• Must have a passion for excellent customer service and commitment to exceptional quality.
• A collaborative mindset with the ability to anticipate needs, manage multiple priorities, and thrive in a dynamic, student-centered environment.
• Commitment to fostering an inclusive, supportive community.
• Applications submitted without a resume and cover letter will not be reviewed.

Preferred Qualifications

• Minimum of three years of related experience, including prior experience in or knowledge of the nature and operation of research universities highly desired.

Equal Opportunity Employer / Disability / Veteran

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