Job description

Position Summary

Columbia University's Mortimer B. Zuckerman Mind Brain Behavior Institute brings together world-class scientists across academic disciplines conducting pioneering research to transform our understanding of how the brain works – and gives rise to mind and behavior. The Institute fosters a collaborative and inclusive environment across 50+ labs, advancing insights into human health by exploring how the brain develops, performs, endures and recovers.

At the Zuckerman Institute, we are committed to becoming a more inclusive, equitable and diverse place of scientific discovery and support a culture of respect. Promoting diversity in science will help drive the transformative science that can change the world.

Situated in the Jerome L. Greene Science Center on Columbia’s Manhattanville campus, the state-of-the-art building offers an environment where the highest level of scholarly scientific research takes place on a daily basis, with the benefit of being located in the heart of New York, one of the world’s most vibrant and culturally rich cities.

The Zuckerman Mind Brain Behavior Institute seeks a Senior Executive Assistant who will work closely with the Institute Director and play an integral role in ensuring the efficient and effective operations of ZI. Since the Senior Executive Assistant's responsibilities will touch nearly all aspects of the Institute’s programming, the incumbent must be exceptionally organized and possess the ability to multitask and work in an autonomous fashion. The Senior Executive Assistant will interact with a wide array of stakeholders, including faculty, senior leadership, University high level leadership and administration, donors and scientific collaborators and key stakeholders. The incumbent will provide discreet and confidential assistance across all aspects of the Director's daily activities as well as support other Institute priorities more broadly. Independent judgment and decision-making are key in this role.

The Institute supports a culturally diverse, inclusive and equitable work environment, reflected across our staffing, leadership, scholarship and operations.

Responsibilities

Hold ultimate responsibility for all the organizational and scheduling needs of the Director, working closely with the key stakeholders to maximize the best use of the Director’s time.

Provide scheduling and executive-level administrative support to the Director.

• Manage the demanding schedule, including arranging meetings and coordinating international and domestic travel.
• Use independent judgment to triage and prioritize meeting requests, consulting with the Director on key sensitive items.
• Coordinate with faculty across schools and departments and other Deans.
• Coordinate meetings with relevant expert committees, internal and external.
• Organize trips to international and domestic locations.
• Support faculty recruitment visits helping organize the agenda and schedule of meetings.

Assist with other event coordination that involves the Director.

• Coordinate meetings for the Faculty Executive Committee and Faculty meetings.
• Coordinate meetings with key external guests and CU leadership.
• Coordinate meetings related to Development and strategic planning processes.

Prepare logistical and substantive background materials for the Director ahead of meetings and trips.

• These include meeting participant bios, company profiles, relevant news clippings, and relevant information on their historical engagement, among other items.
• Coordinate with other Institute units (development, communications, events, etc.) to ensure all relevant information is organized and included.

Manage a contacts database for the Director.

• Communicate directly with senior leaders across the science and research landscape.

Prepare expense reports for the Director and, working with relevant staff, coordinate reimbursements from outside parties.

• Upload relevant documentation into Concur.
• Coordinate with the Finance team as needed.

Minimum Qualifications

• Bachelor’s degree required; advanced degree desirable. 4–6 years of related experience providing C-level executive support in a fast-paced environment.
• Excellent communication, organization and interpersonal skills, including strong attention to detail and ability to work efficiently and effectively with a team in a very fast-paced environment.
• Strong computer skills and proficiency in Microsoft Office Suite, including Excel and PowerPoint.
• Willingness to be available on occasion in early mornings and late evenings, given necessities of working across global time-zones.
• Proven ability to manage sensitive and confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Ability to juggle multiple, competing priorities in a complex environment with limited direction and with superior attention to detail.
• Superior professional interpersonal relationship management skills, with demonstrated ability to work both in a team and independently.
• Must be within commutable distance for all in-person or hybrid roles.

Preferred Qualifications

• 10+ years of related experience.
• Master’s degree.
• Experience in an academic setting.
• Experience providing C-level executive support in an entrepreneurial fast-paced environment is a plus.
• Knowledge of other languages and international customs.

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.

Equal Opportunity Employer / Disability / Veteran

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

Job Type: Full-time

Pay: $105,000.00 - $115,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• New York, NY 10027: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• C-level executive support: 4 years (Required)

Work Location: One location

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