"Executive Assistant"

Position Summary

The Department of Pediatrics is seeking an Executive Assistant to join our team in a full-time position within the Executive support team for the Department. This position will support the department by providing administrative support to our Central Executive team.

Responsibilities

• Manages and coordinates a highly complex schedule of meetings and travel; ensures the Department Administrator & Executive Vice Chair & other senior leaders are prepared for meetings, events and other engagements.
• Reviews and drafts correspondence and maintains database of contacts and other relevant information.
• Prepares a wide range of sensitive correspondence for the Departmental Administrator, both electronic and in print. Screens, edits and drafts communications, emails, and other correspondence and documents.
• Reviews and prioritizes the correspondence for review; and uses independent judgment and initiative to ensure a timely response.
• Resolving problems independently, relieving the Department leadership of matters of detail, drafts, and initiating correspondence.
• Manages the day-to-day logistics of the Central Administration including office supply and facility management. Assists with requests and should serve as an "information resource" with pediatric divisions and their respective leaders.
• Responsible for a wide range of day-to-day managerial, organizational and operational support, and serves as a key communications link on behalf of the Departmental Administrator & other senior leaders.
• Provides logistical support and may take the lead on special events as assigned by the Departmental Administrator.
• Serves as the administrative face of the Chair’s Office – represents Senior Department Leadership, including Chair in a professional manner in all interactions with patients, staff, and other leadership at CU and NYP.
• Performs related duties & responsibilities as assigned/requested.

Minimum Qualifications

• Bachelor’s degree or equivalent in education and experience required; plus three years of related experience.

Preferred Qualifications

• Strong computer skills: MS Word, Excel, PowerPoint, Outlook, Adobe, Internet searches.
• Strong interpersonal and organizational skills are required, as well as the ability to exercise initiative and judgment.
• Must possess the ability to handle multiple projects simultaneously and prioritize tasks while maintaining responsibility for timely execution.
• Excellent writing, proofreading and oral communication are required.

Other Requirements

• Candidate must Successfully undergo a background check prior to receiving a final offer of employment. All background checks for administrative positions will be initiated centrally by the Columbia University Human Resources Background Check (BGC) Team. In compliance with New York City’s Fair Chance Act (Background checks are completed in two stages): The Pre-Offer: Verifies Education and Employment history Once employment and education credentials have been verified in a Pre-Offer Background Check, the University may extend an offer of employment. If the candidate accepts, the University then conducts a Post-Offer Criminal Background Check. The post-offer: includes criminal and sexual offender background checks.
• HIPAA Privacy and Security Essentials Training.