Executive Assistant, Alumni Relations

Position Summary

The Columbia Alumni Association (CAA) and University Relations team within the Office of University Alumni Relations and Development supports the engagement of more than 400,000 alumni worldwide, as well as the identification, cultivation, and stewardship of alumni volunteers for the CAA, its committees, global clubs, and shared interest groups. The team collaborates across the Office of Alumni Relations and Development, its School-based partners, students, and other stakeholders.

Reporting to the Senior Executive Director (SED), the Executive Assistant provides executive-level support to the SED, the Vice President for University Alumni Relations (VP), and members of the CAA & University Relations team. This includes complex calendar management, organizing meetings, preparing communications for the CAA Board and School liaisons, event logistics support, and implementing processes and procedures that aid in the overall functionality of the office.

Responsibilities

• Identifying and developing systems to facilitate the smooth functioning of the unit and the implementation of organizational objectives. Particularly important are information management and tracking systems related to the management of the CAA Board, its Committees, and engagement metrics.
• Responsible for researching and processing of reports, preparing materials, summarizing minutes of meetings, and preparing presentations, data reports, and other relevant materials.
• Collaborating with other senior staff of the Office of Alumni Relations and Development team, and participating in the implementation, planning, and coordination of events, programs, or initiatives as assigned.
• Responsible for expense reimbursements, processing invoices for payment, and arranging travel for the SED and other members of the CAA & University Relations team as needed.
• Working closely alongside and providing support for other members of the CAA & University Relations team and the Executive Committee of the CAA Board of Directors.
• Anticipating the needs of the team, proactive in execution of tasks, helping to lead some of the stated projects such as scheduling and planning the Free Lunch Friday program, logistics for all Board meetings and calls and being responsible for their execution
• Responsible for writing and editing correspondence for the SED, CAA Chair an VP for University Alumni Relations.
• Offering professional and engaging customer service with constituents and stakeholders.
• Managing the calendar for the SED, preparing briefings, agendas, and related correspondence for the SED and/or VP for the CAA Board, CAA Committees, School-based/University partners. Maintaining the CAA Ops and CAA Board calendars as well.
• Performs related duties and special projects as assigned.

Minimum Qualifications

• A bachelor’s degree and/or its equivalent is required.
• A minimum of two years or related experience is required.
• Excellent communication skills, both written and verbal.
• Strong interpersonal skills, with attention to detail and ability to handle confidential information with excellent judgment and discretion.
• Accuracy, thoroughness, and attention to detail.
• Demonstrated ability to set priorities and work with diplomacy and efficiency in a high-pressure, fast-paced environment.
• Strong proficiency in Microsoft, especially in Excel.

Preferred Qualifications

• Database experience is recommended.
• Demonstrated excellence in a variety of competencies, including project management, teamwork, and client/customer awareness.
• Experience in a development office or in a higher education setting.

Other Requirements

• Must possess the ability to work well with all levels of management, both internally and externally, be flexible in nature, and exercise sound judgment.
• Must have a passion for excellent customer service and commitment to exceptional quality.
• Anticipates the needs of the team, being proactive, helping to lead some of the stated projects, and being responsible for their execution.
• Subject to business needs, the Office of Alumni Relations and Development supports a hybrid work arrangement for this position. Options will be discussed during the interview process.

Equal Opportunity Employer / Disability / Veteran

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