Executive Assistant
1 week ago
Operations Manager & Executive Assistant
Contract, 6 months
Onsite- NYC
Hours: 35 hours per week,
Must Haves:
- Bachelor's Degree
- 3-5 years of experience
- Must have strong proficiency with MS Office and Google Workspace (Drive, Sheets, Docs, Forms, Slides, Calendar, etc.)
- Ability to prioritize and manage multiple tasks under short and changing deadlines required.
Preferred Skills:
- Experience in higher education
- Familiarity with Columbia
BASIC FUNCTIONS: The Operations Manager is the main representative for the Deans Office to all stakeholders, internal and external. The Operations Manager oversees the operational activities of the office to ensure effective collaboration and management of all systems, processes and procedures, and is the Executive Assistant, providing primary administrative support, to the Vice Dean.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES: (100% of total job)
Coordinator: (50%)
- The Operations Manager helps to ensure the effective management of the Deans officemanaging independently the operations of the office, the communication function of the Deans Office, and represents the Deans Office to the school and external stakeholders as necessary. The Operations Manager is expected to act on behalf of the Dean, Vice Dean, and other members of the Deans senior team with a degree of autonomy and independence.
- Handles critical correspondence with faculty, alumni, and other constituents on behalf of the Dean and Vice Dean of GS including writing and editing correspondence for the executive team. The incumbent is expected to be able to manage important relationships with a degree of autonomy and independence.
- This person is responsible for creating and maintaining processes, procedures, and systems for the Deans Office.
- The Operations Manager will work on other operations tasks and activities as directed.
Executive Assistant: (50%)
- Provides primary administrative support to the Vice Dean. Will assist in scheduling for the Vice Deans team and on behalf of the Vice Dean with external colleagues.
- Daily management of budgets for the Vice Dean, including processing of expense reports, invoices and purchase requisitions for approval while ensuring that University policies and procedures are being adhered to by the Deans Office. Responsible for the management of approximately $5MM in financial transactions for the School.
- Manages special projects and initiatives for the Deans executive team.
- Assists with administration duties, drafts correspondence, assembles and distributes materials for meetings; assists with the preparation of visual presentations and memoranda; coordinates arrangements for special events; makes travel and other arrangements for Deans and Vice Deans travel.
- Performs other duties as assigned or requested
MINIMUM QUALIFICATIONS:
Bachelors degree and/or its equivalent required.
A minimum of three to five years related experience is required.
Excellent analytical, communication, organizational and interpersonal skills required.
Ability to prioritize and manage multiple tasks under short and changing deadlines required.
Must have the initiative and ability to start and complete projects with minimum direction as well as the ability to work as part of a team.
Ability to handle a variety of simultaneous activities, attention to detail and ability to follow through a must.
Good interpersonal, organizational and communication skills required.
Familiarity with Columbia University and the policies of the School of General Studies highly desirable.
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