"Executive Assistant"

Position Summary

Reporting to the Chairman of the Department of Urology, the Executive Assistant provides high-level, confidential administrative support with professionalism, discretion, and sound independent judgment. This role serves as a key liaison between the Chairman and a wide range of internal and external stakeholders, including senior leadership, faculty, hospital administration, government agencies, corporations, and academic collaborators. The Executive Assistant plays a critical role in ensuring the efficient operation of the Chairman’s office and in supporting the strategic, academic, and operational priorities of the Department.

Responsibilities

• Provide confidential executive -level administrative support to the Chairman of Urology in a dynamic academic medical center environment.
• Manage and prioritize the Chairman’s complex calendar, coordinating high-level meetings, speaking engagements, national and international travel, and professional commitments to ensure optimal time management.
• Serve as the primary point of contact for all communications directed to the Chairman’s Office, exercising sound judgment in triaging inquiries, routing correspondence, and facilitating timely responses.
• Prepare and edit correspondence, presentations, agendas, and reports; draft communications on behalf of the Chairman with exceptional attention to detail and tone.
• Organize and support departmental conferences, events, and symposia, including logistics, materials preparation (e.g., PowerPoint presentations), and follow-up.
• Coordinate faculty recruitment activities in collaboration with departmental leadership, overseeing interview logistics, itineraries, and candidate communication.
• Manage all aspects of the faculty promotion process, including the endowed professorships and special statuses, Committee on Appointments and Promotions (COAP), liaising with the Office of Faculty Affairs and supporting documentation and timelines – this includes but is not limited to working with the Vice Chair of Faculty Development, Departmental Finance, Office of Development and VP&S HR FA.
• Collaborate closely with the Vice Chair of Faculty Mentoring and Development to support leadership development initiatives and faculty advancement.
• Assist in the preparation and submission of proposals and academic reports; track deadlines and ensure timely submission of required materials.
• Prepare and monitor financial expenditure reports; follow up on discrepancies and ensure timely processing of reimbursements and invoices.
• Establish and maintain organized and secure systems for departmental communications, document retention, and compliance tracking, including CME documentation and training certifications.
• Develop and implement effective internal communications strategies to disseminate key information across departmental divisions and campuses.
• Maintain strict confidentiality and exercise discretion at all times.
• Proactively anticipate the needs of the Chairman and address issues before they arise.
• Represent the Chairman’s Office with the highest level of professionalism and responsiveness in interactions with internal and external stakeholders.
• Perform the projects and duties as assigned

Minimum Qualifications

Minimum education:
Bachelor’s degree or equivalent in education and experience.

Minimum related experience:
Three years of related experience.

Other Requirements

Qualifications for Candidates include but are not limited to the following:

• Proficiency with technology and social media platforms.
• Effective interpersonal and communication skills required.
• Ability to work under pressure with multiple and competing deadlines required and have excellent communication skills, written and oral.
• Must be highly organized, with excellent communication and follow through skills.
• Intermediate to advanced level MS Office skills

Salary Range

$75,000.00 - $90,000.00

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.

Job Details

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule: Mon - Fri (9am - 5pm)
• Building: Columbia University Medical Center