Executive Assistant

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $65,300-$75,000

Position Summary

Columbia University Fertility Center seeks an outstanding Executive Assistant to join the growing team in the NYC office. This is your opportunity to work in one of the top academic fertility centers in the U.S. You will work in an innovative, professional environment where your talent will contribute to changing patient's lives and have the chance to work with highly skilled Reproductive Endocrinology physicians, laboratory, and clinical staff.

At Columbia University Fertility, we are driven by a mission to deliver beyond amazing care and foster a culture where kindness, empathy, and excellence are at the heart of everything we do. If you're passionate about making a meaningful impact while supporting a dynamic and fast-paced executive team, we want you on our team!

Why You'll Love This Role:

As the Executive Assistant, you'll be the organizational powerhouse behind our executive leadership team, playing a vital role in connecting departments and keeping operations seamless. You'll partner with internal teams to support forward-thinking leaders who are committed to always improving and delivering the highest standards in fertility care. This is an opportunity to grow alongside a world-renowned institution while making a meaningful difference in the lives of patients.

Key Attributes:

• 
  Champion Service Excellence: Serve as the primary administrative partner to assigned executives, ensuring they are empowered to lead with precision and focus.
• 
  Coordination Mastery: Manage schedules, communications, and projects with expert-level efficiency to maximize productivity across teams.
• 
  Proactive Support: Anticipate the needs of the executive team by staying steps ahead-offering thoughtful solutions before challenges arise.
• 
  Cross-Department Collaboration: Act as the bridge between executives and internal departments to maintain transparency, cohesion, and workflow excellence.
• 
  Confidentiality and Discretion: Handle sensitive information with the utmost care, creating an environment of trust and integrity.
• 
  Process Improvement: Continuously seek ways to enhance administrative processes, finding smarter, more efficient ways to achieve success.

What You Bring:

• A deep sense of kindness and empathy, coupled with an unwavering commitment to excellence.
• The ability to thrive in a fast-paced and highly collaborative environment, where priorities can shift quickly, and innovative solutions are always valued.
• Outstanding organizational, multitasking, and problem-solving skills, with the foresight to anticipate needs before they arise.
• Strong communication skills and a polished, professional demeanor.
• A commitment to continuous growth and improvement, driven by a shared belief that we can always do better for our patients and one another.

Responsibilities

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  • Provides day-to-day administrative support to the Division Administrator, Division Chief, and Medical Director and serves as the primary point of contact for a range of stakeholders. This position will report directly to Division Administrator. Greets visitors to the office in a welcoming and professional manner. Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. Maintains an active conduit of communication between the executive's office, faculty, administrative departments, and the University administration.
  • Coordinates a broad variety of administrative tasks including managing complex calendars to assure effective and efficient use of assigned executive(s) time, composing and preparing confidential documents, and ensuring follow-up on all action items.
  • Coordinates all activities to support assigned executive(s) such as travel arrangements, expense reports, presentations, correspondence, meeting minutes, reserving meeting space, facilitating webcasts, and supporting special events, as needed. Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.
  • Confirm and audit purchasing requests against secured approvals and assigned budgets in alignment with the executive(s) needs. Escalates any issues as appropriate to ensure timely resolution.
  • Maintains inventory of office supplies and equipment for the assigned executive(s) ensuring that purchases are made timely and in compliance with University Procurement Policies to maintain consistent operations for the business unit.
  • Prepares necessary purchase orders and related documentation for purchasing/accounts payable for approval by the appropriate assigned CUFC executive.
  • Processes expense reimbursements, invoices, and purchase orders.
  • Coordinates with building supervisor in each assigned location to facilitate timely submission and resolution of facilities-related requests (heating/cooling, patch/paint, etc.).
  • Keeps executive(s) well informed of upcoming commitments and responsibilities including follow-up.
  • Communicates directly on behalf of the executive(s) in a professional manner bridging smooth and clear communications with internal departments and external constituents.
  • Performs all other duties as assigned within the scope of practice and/or training.
  
  
  
  

  Project Management

  
  
  
  
  • Works with Business Operations Manager to participate and support assigned projects and initiatives as assigned. Executes tasks and coordinates task owner support and resources. Utilizes tools and reporting mechanisms to track progress and ensure timely communication of issues and status. Monitors tasks, addresses any issues, and escalates issues for resolution as appropriate.
  
  
  
  

  People

  
  
  
  
  • Promotes a service-oriented environment and culture of teamwork by collaborating with other Executive Assistants to assure service excellence.
  • Promotes a service-oriented environment, promotes staff professionalism and performance within division.
  
  
  
  

  Other

  
  
  
  
  • Assists with compliance pertaining to tracking renewals and record keeping with all regulatory agencies, departmental, Service Corp
  • Keeps current on all organizational, regulatory compliance, and patient privacy trainings policies (e.g. infection control, public safety, EH&S, HIPAA, OSHA, etc.) and assists with tracking of all required trainings.
    
  • Perform other related duties and responsibilities as assigned/requested.
  
  
  
  

Minimum Qualifications

• Bachelor's degree or combination of education and experience.
• A minimum of 3 years of related experience including providing administrative support to senior executives.
• An equivalent combination of education and experience may be considered.
• Demonstrated proficiency in project management skills including planning and executing technical and operational project activities with cross-functional teams.
• Candidate must be well organized and be able to manage a demanding workload and moderately complex cases in an accurate and timely.
• Demonstrated proficiency in problem assessment, and resolution, and collaborative problem-solving in complex, and interdisciplinary settings.
• Ability to be a strong collaborator and support peers through new and changing situations. Demonstrate a professional and compassionate manner while conveying a positive image of the organization.
• Ability to communicate effectively in both oral and written form. This position requires the ability to interact positively, constructively, and effectively with professional staff, providers, and organizational stakeholders.
• Ability to work independently and follow through and handle multiple tasks simultaneously.
• Ability to work with a variety of individuals and groups constructively and respectfully while appreciating the unique contributions of an inclusive workforce that brings together the talents of people across multiple identities.
• Strong commitment to fostering diversity and equity.
• Strong proficiency in Microsoft Office (Word & Excel) or similar software is required and an ability and willingness to learn new systems and programs.
• Must be a motivated individual with a positive mindset and exceptional work ethic.
• Must successfully complete systems training requirements.

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds.

We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

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, qualification, 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.