Executive Assistant

Columbia/Barnard Hillel

Role Overview

Make your mark as a member of our dedicated team at Columbia/Barnard Hillel. We are seeking a highly resourceful, proactive, and organized individual for the full-time position of Executive Assistant. As Executive Assistant, you will play a vital role in ensuring the smooth and efficient day to day operations in the executive office. 

Reporting to the Chief of Staff, you will provide the Executive Director with essential administrative and project support, and provide general support across the organization. You will work closely with the Development and Operations teams.

The Executive Assistant is often a first point of contact for students, donors, campus partners, prospective applicants, vendors and visitors to campus. Communication with these populations requires thorough knowledge of details relating to programs managed by the student life team, as well as discretion, professionalism and confidence in relaying information. We are looking for an individual who takes initiative and is a creative and resourceful problem solver, with strong written communications and interpersonal skills.

This is an in-person position, requiring work in the Kraft Center on West 115th and Broadway.

What You’ll Do

Manage the Executive Director’s time and calendar to ensure it enables him to achieve his objectives and commitments to students, the team, alumni, donors and the university 

• Manage a high volume of scheduling requests
• Coordinate logistics for meetings, travel and events, including sending reminders, organizing room reservations/set-ups/catering, and making travel arrangements
• Enter all relevant details accurately into the calendar 
• Consistently evaluate calendar commitments to ensure that the Executive Director is investing his time in a way that is consistent with the organization's priorities 
• Greet guests as they arrive to meet with the Executive Director
• Provide time checks and updates throughout the day to ensure that the Executive Director is on time and aware of any schedule adjustments that arise

Manage correspondence on the Executive Director’s behalf to create efficiency and ensure that all those who engage with his office are responded to in a timely, helpful manner and treated with respect 

• Manage email inbox, taking initiative to handle requests whenever possible 
• Answer phone calls and route calls to appropriate parties
• Sort and manage physical mail; Make trips to the post office, UPS, or FedEx as needed

In coordination with the Executive Director, oversee social media management in order to promote the work of the organization externally.

• Curate photos and information from events to post on social media
• Take responsibility for ensuring social media is up to date
• Coordinate with Student Life team on timing of posts

Proactively maintain the Executive Director’s files and records to ensure that he and the team are always equipped with accurate, up-to-date information.

• Attend meetings, take notes and compile minutes
• Provide accurate prospect research for upcoming meetings and upload notes to the Executive Director’s calendar
• Maintain comprehensive and accurate electronic and paper files related to meetings and conversations with students, donors and other partners
• Update donor-relationship management database on ongoing basis to ensure accurate, relevant, and up-to-date information 
• Manage passwords and access to online records​
• Process and categorize the Executive Director’s expenses
• Maintain strict confidentiality and professionalism

Who You Are 

• A self-starter who can navigate through ambiguity and thrives in a fast-paced, dynamic environment
• Entrepreneurial; accountable for your results and how they are achieved 
• Comfortable giving and receiving feedback 
• A flexible team player with a strong work ethic and commitment to excellence 
• An organized and efficient operator
• Resourceful, proactive, solutions oriented and persistent in overcoming and removing obstacles that impact goal achievement 
• Someone who operates with integrity, kindness and transparency 
• Passionate about our mission

You have

• 0-2 years experience in a related role, preferably in a non-profit organization or academic institution
• A Bachelor's degree from an accredited university 
• A high level of attention to detail and a high sense of urgency
• Strong interpersonal skills; An ability to develop and maintain collegial relationships with a variety of stakeholders
• Excellent communications skills, both writ