"Senior Manager, Executive Support"

Position Summary

Reporting to the Associate Director, Executive Support, the Senior Manager, Executive Support plays a key role in facilitating high-level interactions across the University and with external stakeholders. This involves working closely with senior University leadership, professional staff, academic departments, trustees, private foundations, corporations, political figures, global leaders, media representatives, and government agencies. The Senior Manager also serves as the primary backup to the Associate Director. This position requires exceptional judgment, adaptability, initiative, and decorum to ensure the Office of the President operates seamlessly and maintains the highest standards of professionalism.

Responsibilities

Executive Support

• Deliver daily executive-level support to the University President and other senior leadership in the Office of the President.
• Manage and prioritize the calendar for the Chief of Staff and the President of the University, resolving conflicts and exercising independent judgement to handle matters quickly and tactfully.
• Assist in the management of incoming communications (e-mail, postal mail, telephone, etc.) ensuring the contact database is organized and accurate.
• Coordinate travel logistics by conducting extensive research to ensure that trips maximize efficiency and that all travel bookings are handled accordingly.
• Independently develop meticulously drafted and edited presentation materials, reports, agendas, and briefing documents for meetings and presentations.
• Utilize and maintain a database to provide ad-hoc reports from calendar, expense, and travel data, and synthesize this information as needed or requested.

Office Management

• Support presidential meetings with high-level preparation, coordination, and follow-through.
• Manage office inventory and upkeep, ensuring supplies and equipment are well-stocked, functional, and in top condition.
• Coordinate with reception and administrative staff to ensure smooth operations and a welcoming front-facing presence for the Office of the President.
• Provide support to the Associate Director, Executive Support, as needed in ensuring appropriate coverage of the Office of the President reception desk and phones.
• Assist in identifying, developing, and implementing improved processes, policies, and systems to streamline operations, using discretion and sound judgment.
• Maintain a confidential, service-oriented office environment that is responsive to the needs of both internal and external stakeholders.

Special Projects

• Support special projects as assigned, providing timely updates to relevant colleagues/team.
• Other duties as assigned.

Minimum Qualifications

Bachelor’s degree required. Minimum 3-5 years of related experience.

Additional Position-Specific Minimum Qualifications

• Must be flexible and available to work early mornings, evenings, and weekends.
• Experience assisting a chief executive or senior level administrator within a large, complex organization required.
• Demonstrated success in establishing and managing office operations and managing multiple priorities required.
• Must be able to exercise exceptional judgment along with exceptional organizational, interpersonal, and leadership skills with the ability to exercise a high degree of diplomacy, collaboration, and problem-solving ability.
• Confidentiality and discretion are required.
• Strong verbal, writing and computer skills are essential.

Preferred Qualifications

• Prior experience supporting an executive level office or position strongly preferred.
• Knowledge of Columbia University administrative systems preferred.
• Advanced degree desirable.