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B Capital

<div>
 
 
 Title:
 
 Executive Assistant/Office Manager
 
 
 
 Location:
 
 New York City, NY
 
 
 
 POSITION SUMMARY
 
 
 
 
 B Capital is seeking an experienced Executive Assistant to provide primary support to a small group of Partners on the Investment team, while also overseeing key office manager responsibilities in our NYC office. The individual will manage day-to-day schedules and priorities, ensuring Partners are well supported and prepared, and will provide office management and administrative support to the broader team. The role will also work closely with colleagues across B Capital&rsquo;s global offices, collaborating with other Executive Assistants and team members on daily tasks and longer-term initiatives. This is an in-office role four days per week, with an emphasis on responsiveness, clear communication, and strong attention to detail.&nbsp;
 
 
 &nbsp;
 
 
 
 KEY RESPONSIBILITIES
 
 
 
 Administrative Support
 
 <ul>
 <li>
 Manage ever-changing, complex calendars with a clear understanding of business priorities, offering alternatives and considerations as needed to maximize the team&rsquo;s time and efficiency.
 </li>
 <li>
 Schedule, coordinate, and oversee a wide variety of internal and external meetings, both on-site and off-site.
 </li>
 <li>
 Organize complex domestic and international travel arrangements, anticipating and coordinating end-to-end travel and logistical needs.
 </li>
 <li>
 Organize and prepare materials in advance of meetings and maintain files and record-keeping systems, including confidential information.
 </li>
 <li>
 Prepare and submit expenses for Partners in accordance with company guidelines.
 </li>
 <li>
 Support business objectives under guidance by building relationships with clients and clients&rsquo; assistants to coordinate schedules and facilitate information flow.
 </li>
 <li>
 Assist with occasional personal requests, including reminders and paperwork, as well as select external board and leadership commitments.
 </li>
 <li>
 Maintain a high bar for responsiveness, proactively providing updates and over-communicating when helpful to ensure alignment and avoid surprises.
 </li>
 <li>
 Use sound judgment to prioritize requests, resolve issues independently when appropriate, and seek guidance on more complex or sensitive matters.
 </li>
 </ul>
 
 Office Manager&nbsp;
 
 
 Operations &amp; Workplace Experience
 
 <ul>
 <li>
 Serve as the primary liaison with onsite&nbsp;workplace services, facilities, security, and IT to ensure seamless day-to-day operations within our shared office environment.
 </li>
 <li>
 Manage mail, deliveries, guest registration, and conference room coordination to deliver a polished, investor-ready experience.
 </li>
 <li>
 Troubleshoot basic AV and technology issues and escalate efficiently when needed.
 </li>
 </ul>
 
 Hybrid &amp; In-Office Coordination
 
 <ul>
 <li>
 Support a flexible hybrid model; in-office presence will align with business needs (for example, investor meetings, client visits, visiting partners, team collaboration days).
 </li>
 <li>
 Coordinate space usage, meeting logistics, and hospitality for partner, portfolio, and investor engagements.
 </li>
 <li>
 Be on-site&nbsp;for key external meetings and firm events to ensure smooth execution.
 </li>
 </ul>
 
 Culture &amp; Community
 
 <ul>
 <li>
 Plan and execute happy hours, team gatherings, and off-sites that strengthen firm culture.
 </li>
 </ul>
 
 Flexibility &amp; Firm Support
 
 <ul>
 <li>
 Approach a wide range of in-office and cross-team requests with a hands-on, solution-oriented mindset, ensuring all needs, regardless of size or scope, are managed promptly and efficiently to support smooth operations and a positive workplace experience.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 QUALIFICATIONS &amp; SKILLS
 
 
 <ul>
 <li>
 8+ years of experience working in a fast-paced environment supporting senior executives.
 </li>
 <li>
 Exceptional written and verbal communication skills, with a polished, professional presence when interacting with senior executives, investors, and external partners.
 </li>
 <li>
 Strong organizational and multitasking skills, with consistent follow-through and attention to detail in a fast-paced setting.
 </li>
 <li>
 Calm, flexible, and adaptable approach, with the ability to pivot quickly as priorities shift.
 </li>
 <li>
 Prior experience working as an Executive Assistant in finance, venture capital, private equity, or a law firm is required.
 </li>
 <li>
 Proven ability to operate in a hybrid work environment, using collaboration tools (for example, Zoom, Slack, Teams) to coordinate across in-office and remote teams.
 </li>
 <li>
 Strong knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint), the Google suite of products, and online expense processing systems such as Concur.
 </li>
 <li>
 BS or BA degree in a relevant discipline.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 ABOUT B CAPITAL
 
 
 
 B Capital invests globally in extraordinary founders and businesses shaping the future through technology. With approximately $10 billion in assets under management and dedicated stage-based funds, the firm focuses on seed to early- and late-stage venture growth investments, primarily in the technology, healthcare, and resilience tech sectors. Founded in 2015, B Capital has an integrated, global team across nine locations in the U.S. and Asia. The firm&rsquo;s value-add platform, together with the consulting expertise of its strategic partner, The Boston Consulting Group, provides entrepreneurs with the tools and resources to scale quickly and efficiently, expand into new markets and build market-leading businesses. For more information, click here.
 
 
 
 B CAPITAL GROUP CORE VALUES:
 
 
 <ul>
 <li>
 
 
 Generosity:
 
 
 We&rsquo;re collaborative and always willing to share our time and knowledge.
 </li>
 <li>
 
 
 Resilience:
 
 
 We&rsquo;re persistent and determined to succeed, persevering through challenges and seeing change as an opportunity.
 </li>
 <li>
 
 
 Open-mindedness:
 
 
 We&rsquo;re curious and welcoming. Our global perspective and commitment to diversity, equity, and inclusion make our culture stronger and more innovative.
 </li>
 <li>
 
 
 Will:
 
 
 We believe in the companies we&rsquo;ve invested in and we&rsquo;ll do everything in our power to help them change the world for the better.
 </li>
 <li>
 
 
 Teamwork:
 
 
 We value our relationships above all. We work hard to build trust and respect with founders, investors, partners and colleagues.
 </li>
 <li>
 
 
 Humility:
 
 
 We add value by going beyond for founders and LPs. We strive to let our work speak for itself.
 </li>
 </ul>
 
 
 &nbsp;
 
 
 
 
 B Capital Global US LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected under federal, state or local law.
 
 
 
 
 The salary range is $110,000 to $140,000 and will be commensurate with relevant experience.
 
 
 
 
 
 The salary range applies to California candidates only. The actual salary may be subject to change.&nbsp;
 
 
 
 
 &nbsp;
 
 
 &nbsp;
 
 
 
 
 &nbsp;
 
</div>

Executive Assistant/Office Manager

Opto Investments

<div>
 Opto is engineering the future of private markets to improve client outcomes and drive capital to the most transformative ideas.
 
 
 The opportunity is huge. The global alternative investments industry is forecast to grow to $30T by 2029, however the private investment process typically remains opaque, highly manual, and error-prone, which limits access to the select few insiders who are willing to bear the pain.
 
 
 Opto is a revolutionary end-to-end solution for wealth managers of any size- from small investment advisors to large multi-family offices to private banks- to build, fundraise for, and manage private markets programs at scale. We combine exceptional Silicon Valley engineering talent with experienced investors and industry specialists to fix this broken system through the power of technology. Our platform banishes the nightmare of slide decks, spreadsheets, and paperwork to the past, and arms our clients with the tools, data, and guidance to identify and access the right opportunities for their clients.
 
 
 Fixing private markets will not be easy and demands courage, but we&rsquo;re not afraid to do things differently. We are unapologetically bold. We value strong opinions, clear communication, and purposeful execution.
 
 
 Up for the challenge? Come join us.
 
 
 The Role
 
 
 Opto investments is seeking an Executive Assistant and Office manager to support the day to day company operations of a high growth tech startup. We are looking for a highly-motivated individual who can navigate ambiguity and execute quickly. In this strategic role, you will not only liaise with C-Suite executives in their day to day work, but also be the heartbeat of our New York City office.
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Executive Administrative Support
 </li>
 <ul>
 <li>
 Serve as the primary partner to senior leadership, managing day-to-day priorities with a high degree of autonomy.
 </li>
 <li>
 Own complex calendar management across multiple stakeholders, ensuring alignment on business priorities.
 </li>
 <li>
 Coordinate internal and external meetings, including preparing materials, agendas, and follow-ups.
 </li>
 <li>
 Manage executive communications, including drafting correspondence and ensuring timely responses.
 </li>
 <li>
 Anticipate needs, identify gaps, and proactively solve problems before they escalate.
 </li>
 </ul>
 <li>
 Travel &amp; Operations
 </li>
 <ul>
 <li>
 Own end-to-end travel planning, including detailed itineraries, logistics, and contingency planning.
 </li>
 <li>
 Manage expense reporting with accuracy and adherence to company policies.
 </li>
 <li>
 Support key business rhythms (offsites, leadership meetings, board meetings and prep, and others as acceptable)
 </li>
 </ul>
 <li>
 Office &amp; Workplace Operations
 </li>
 <ul>
 <li>
 Oversee day-to-day office operations to ensure a clean and professional environment that reflects the company culture and brand
 </li>
 <li>
 Manage office vendor relationships (facilities, food, beverage, office supplies, office events, cleaning and maintenance. etc.)
 </li>
 <li>
 Act as primary point of contact for building management and workplace logistics
 </li>
 <li>
 Onboard and Offboard employees from office access, collect or disperse company equipment, be the first day point of contact and welcome for new hires.
 </li>
 <li>
 Manage office inventory of supplies, snacks, and swag
 
 </li>
 </ul>
 </ul>
 
 Required Skills
 
 
 
 <ul>
 <li>
 Excellent verbal and written communication skills.
 </li>
 <li>
 Polished and professional presence with strong interpersonal skills.
 </li>
 <li>
 Exceptional organization and time management skills with a strong attention for detail.
 </li>
 <li>
 Ability to anticipate needs, think proactively, and operate independently.
 </li>
 <li>
 Strong business judgment and ability to prioritize effectively in a fast paced environment.
 </li>
 <li>
 Proven ability to exercise discretion and handle highly sensitive information.
 </li>
 <li>
 Ability to be onsite 5 days per week
 
 
 </li>
 </ul>
 Background
 
 
 <ul>
 <li>
 3+ years of relevant work experience
 </li>
 <li>
 5+ years experience supporting C-Suite executives in administrative capacity
 </li>
 <li>
 Experience supporting in-office management duties
 </li>
 <li>
 4-year bachelor degree (or equivalent work experience)
 </li>
 <li>
 Experience managing complex calendars, travel, and executive workflows.
 </li>
 <li>
 Experience with event planning
 </li>
 <li>
 Prior experience in a high growth tech startup preferred
 </li>
 <li>
 Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
 
 
 </li>
 </ul>
 
 How To Apply
 
 
 
 Please fill out the required fields below, and attach a Resume and Cover Letter. Why a Cover Letter? We receive a high volume of applicants, and we have real humans that read each and every resume. We encourage you to use creativity in your cover letter and speak directly to why you want to join our team!
 
 
 We will review your resume in as timely a manner as we are able to, so kindly refrain from reaching out to hiring manager or other Opto team members via email or linkedin, as this won't improve or fast track your application.
 
 
 
 Compensation And Benefits
 
 
 
 Opto has a high bar for talent, and we are committed to building the best teams possible. Candidates are never subjected to discrimination based on race, citizenship, religion, ethnicity, gender or gender identity, sex, pregnancy, national origin, age, sensory, mental, or physical disability, or any other characteristic.
 
 
 The successful candidate for this role can expect a generous compensation and benefits package. The cash salary range for this role is $140,000-$160,000 dependent on skills, experience and expected contribution.
 
 
 All full time employees at Opto enjoy:
 
 
 <ul>
 <li>
 Significant equity
 </li>
 <li>
 Health, dental, and vision insurance
 </li>
 <li>
 Unlimited PTO
 </li>
 <li>
 Retirement savings plan (401k)
 </li>
 <li>
 Learning, Fitness, and Commuter stipends
 </li>
 <li>
 Paid Holidays
 
 
 </li>
 </ul>
 This position is based onsite 5 days a week New York City office.
 
 
 At this time, Opto can only hire candidates who reside in the following states:
 
 
 California, Colorado, Florida, Idaho, Illinois, Maine, Maryland, Nevada, New Jersey, New York, North Carolina, North Dakota, Pennsylvania, Rhode Island, Tennessee, Texas, Virginia, and Washington.
 
 
 If you do not currently live in one of these states, you must relocate to an approved state or have a confirmed address there prior to your start date.
</div>

Executive Assistant & Office Manager

SWORD Health

<div><div>At Sword, we&rsquo;re building AI to heal billions and unlock humanity&rsquo;s full potential. In doing so, we&rsquo;re pioneering AI Care, a fundamentally new approach to healthcare built for medical reasoning, safety, and real-time treatment, not generic technology applied after the fact. As both a clinical-centric frontier AI lab and an applied AI platform, Sword is reimagining how care is delivered at scale, removing traditional barriers like appointments, waiting rooms, and stigma so more people can access the care they need&mdash;and ultimately get back to lives lived in full. 
 
Since 2020, Sword has expanded across physical therapy, women&rsquo;s health, cardiometabolic, and mental health, and is now moving beyond the session to a fully AI-native, 24/7 care program that brings physical activity, therapeutic exercise, psychotherapy, nutrition, and behavior change into one connected experience. More than 700,000 members across three continents have completed over 10 million AI sessions, helping 1,000+ enterprise clients avoid more than $1 billion in unnecessary healthcare costs. Backed by 42 clinical studies, 44+ patents, and more than $500 million raised from leading investors including Khosla Ventures, General Catalyst, and Founders Fund, Sword is defining a new standard for healthcare.</div><div></div><div> 
Role

The Executive Assistant &amp; Office Manager will manage the calendars, travel, and communications for 3-4 leadership team members, as well as oversee the smooth operation of the New York office environment. This role requires a proactive, organized individual capable of anticipating needs, managing multiple priorities, and handling both executive and office management duties with discretion and professionalism.
</div>
<h3 class="jobSectionHeader">What you&rsquo;ll be doing</h3><div>
<ul>
<li>Manage comprehensive office services encompassing reception (as needed), shipping and mail, kitchen upkeep and supplies, office provisions, building maintenance, and other general office duties;
</li>
<li>Oversee office maintenance and liaise with property management, safety/ security, janitorial staff, internet and audio/visual services, and various vendors to ensure a well-stocked, clean, and functional workspace;
</li>
<li>Act as the primary contact for maintenance, mail, shipping, supplies, equipment, bills, and errands;
</li>
<li>Greet clients and internal/external visitors, promptly addressing or directing inquiries;
</li>
<li>Assist in organizing, scheduling, and executing onsite events;
</li>
<li>Handle incoming and outgoing phone calls, both internal and external.
</li>
<li>Manage leadership team members' calendars and provide executive assistant support, namely:
</li>
<li>Coordinate and manage the calendars of leadership team members, including scheduling meetings, appointments, and conference calls, ensuring alignment with priorities and objectives.
</li>
<li>Proactively anticipate scheduling conflicts and make necessary adjustments to optimize leadership team members' time and availability;
</li>
<li>Arrange travel accommodations and itineraries for leadership team members, including flights, accommodations, ground transportation, and any necessary logistics, considering preferences and efficiency;
</li>
<li>Request to stakeholders meeting agendas, briefing materials, and necessary documentation for leadership team members' engagements, ensuring they are well-prepared and equipped for each interaction;
</li>
<li>Serve as a liaison between the leadership team members and internal/external stakeholders, managing communication and correspondence efficiently and professionally;
</li>
<li>Assist with expense reporting, reimbursement requests, and other financial support tasks, ensuring accuracy and compliance with company policies and procedures;
</li>
<li>Ensure strict confidentiality at all times.
</li>
</ul></div><h3 class="jobSectionHeader">What you need to have</h3><div>
<ul>
<li>Availability to work at the New York office 5 days a week (9 am to 5 pm typically);
</li>
<li>3+ years of experience as an Executive Assistant and/or Office Manage;
</li>
<li>Strong verbal and written communication skills in both Portuguese and English;
</li>
<li>Proficiency with office management and meeting scheduling software, including Google Calendar, Gmail, and Google Meets.
</li>
</ul>What we would love to see
<ul>
<li>Consulting background (law firm, banks) or start-up background;
</li>
<li>Experience with Zip, Concur, Notion, Slack, and Navan.
</li>
</ul></div><div><ul><li>This range includes base, variable and equity</li></ul> 
These compensation bands are just the starting point. Once someone joins and proves they&rsquo;re outlier talent, we adjust quickly to ensure their compensation aligns with their impact. 
 
Our job titles may span more than one career level. Actual pay is determined by skills, qualifications, experience, location, market demand, and other factors. Compensation details listed in this posting reflect the base salary and any potential variable, bonus or sales incentives, and the Company&rsquo;s estimation of the value of private company stock options, if applicable. The pay range is subject to change, future value of company stock options is not guaranteed, and compensation may be modified in the future. In addition to our total compensation, Sword offers a number of benefits as listed below.
<div></div>
<div>US - Sword Benefits &amp; Perks:</div>
<div></div>
<ul><li>Comprehensive health, dental and vision insurance*</li></ul>
<ul><li>Life and AD&amp;D Insurance*</li></ul>
<ul><li>Financial advisory services*</li></ul>
<ul><li>Supplemental Insurance Benefits (Accident, Hospital and Critical Illness)*</li></ul>
<ul><li>Health Savings Account*</li></ul>
<ul><li>Equity shares*</li></ul>
<ul><li>Discretionary PTO plan*</li></ul>
<ul><li>Parental leave*</li></ul>
<ul><li>401(k)</li></ul>
<ul><li>Flexible working hours</li></ul>
<ul><li>Remote-first company</li></ul>
<ul><li>Paid company holidays</li></ul>
<ul><li>Free digital therapist for you and your family</li></ul>
<div></div>
<ul><li>Eligibility: Full-time employees regularly working 25+ hours per week</li></ul>
<div></div>
<div>Note: Applicants must have a legal right to work in the United States, and immigration or work visa sponsorship will not be provided.</div>
<div></div>
<div>SWORD Health, which includes SWORD Health, Inc. and Sword Health Professionals (consisting of Sword Health Care Providers, P.A., SWORD Health Care Providers of NJ, P.C., SWORD Health Care Physical Therapy Providers of CA, P.C.*) complies with applicable Federal and State civil rights laws and does not discriminate on the basis of Age, Ancestry, Color, Citizenship, Gender, Gender expression, Gender identity, Gender information, Marital status, Medical condition, National origin, Physical or mental disability, Pregnancy, Race, Religion, Caste, Sexual orientation, and Veteran status.</div>
</div>
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.</div>

Executive Assistant & Office Manager, New York

LivaNova

<div>
 As a global medtech company, we are driven by our Vision of changing the trajectory of lives for a new day and our Mission to create ingenious solutions that ignite patient turnarounds. Our relentless commitment to patients and strong legacy of innovation in healthcare are the foundation of our future. If you're looking for a new chance, a new beginning, a new trajectory, LivaNova is where your talent can truly thrive. Join our talented team members worldwide to become a pioneer of tomorrow&mdash;because at LivaNova,
 
 we don&rsquo;t just treat conditions &mdash; we aspire to alter the course of lives.
 
 
 
 
 Position Summary
 
 
 
 We are seeking a dynamic and highly organized Executive Assistant / Office Manager to support members of senior leadership and oversee the day-to-day operations of our newly established New York office. This role requires a proactive, detail-oriented professional who thrives in fast-paced environments and can seamlessly manage executive support responsibilities alongside office management duties.
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Provide high-level administrative support to senior leaders, including calendar management, meeting coordination, travel arrangements, and expense processing.
 </li>
 <li>
 Proactively manage schedules across multiple time zones, ensuring strategic use of time and prioritization of key meetings.
 </li>
 <li>
 Prepare agendas, briefing materials, and follow-up documentation for executive meetings.
 </li>
 <li>
 Liaise with internal and external stakeholders, managing correspondence and third-party requests with discretion and professionalism.
 </li>
 <li>
 Support budget tracking, PO creation, and vendor coordination for executive-led projects.
 </li>
 <li>
 Anticipate executive needs and act as a strategic partner in managing priorities and improving workflows.
 
 
 </li>
 </ul>
 
 Office Manager Duties
 
 
 
 <ul>
 <li>
 Oversee all aspects of office operations, including supplies, equipment maintenance, mail handling, and vendor management.
 </li>
 <li>
 Serve as the primary point of contact for the New York office, ensuring a welcoming and efficient environment for employees and visitors.
 </li>
 <li>
 Coordinate site readiness and logistics for internal events.
 </li>
 <li>
 Support onboarding and offboarding processes, including workspace setup and orientation materials.
 </li>
 <li>
 Collaborate with HR and IT teams to ensure smooth operational support for remote and on-site staff.
 </li>
 <li>
 Maintain compliance with health, safety, and security protocols.
 
 
 </li>
 </ul>
 
 Qualifications
 
 
 
 <ul>
 <li>
 Minimum 8 years of experience supporting C-suite executives in global organizations, with proven ability to manage across time zones.
 </li>
 <li>
 Strong organizational, communication, and interpersonal skills.
 </li>
 <li>
 High level of discretion, integrity, and professionalism.
 </li>
 <li>
 Proficiency in Microsoft Office Suite, calendar tools, and collaboration platforms (e.g., Teams, SharePoint).
 </li>
 <li>
 Experience or knowledge with HR systems (e.g., Workday), Finance systems (e.g. SAP, Concur) and project management tools is a plus.
 </li>
 <li>
 Ability to work independently and manage competing priorities in a dynamic environment.
 
 
 </li>
 </ul>
 
 Ideal Candidate Attributes
 
 
 
 <ul>
 <li>
 Strategic mindset with a proactive approach to problem-solving.
 </li>
 <li>
 Comfortable operating autonomously and anticipating needs without instruction.
 </li>
 <li>
 Skilled in managing confidential information and sensitive communications.
 </li>
 <li>
 Strong organizational, communication, and interpersonal skills.
 </li>
 <li>
 High level of discretion, integrity, and professionalism.
 
 
 </li>
 </ul>
 
 Pay Transparency
 
 
 
 <ul>
 <li>
 A reasonable estimate of the annual base salary for this position is $90,000 - $115,000 + discretionary annual bonus. Pay ranges may vary by location. Travel Allowance also included.
 
 
 </li>
 </ul>
 
 Employee Benefits Include
 
 
 
 <ul>
 <li>
 Health benefits &ndash; Medical, Dental, Vision
 </li>
 <li>
 Personal and Vacation Time
 </li>
 <li>
 Retirement &amp; Savings Plan (401K)
 </li>
 <li>
 Employee Stock Purchase Plan
 </li>
 <li>
 Training &amp; Education Assistance
 </li>
 <li>
 Bonus Referral Program
 </li>
 <li>
 Service Awards
 </li>
 <li>
 Employee Recognition Program
 </li>
 <li>
 Flexible Work Schedules
 
 
 </li>
 </ul>
 
 Welcome to impact. Welcome to innovation. Welcome to your new life.
 
</div>

Executive Assistant and Office Manager

Columbia University

<div><ul><li>Job Type: Officer of Administration</li>
<li>Regular/Temporary: Regular</li>
<li>Hours Per Week: 35</li>
<li>Salary Range: $75,000 - $85,000</li>
</ul><div>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.</div> 
<div></div>

Position Summary

Reporting to the Associate Director, Executive Support, the Manager, Executive Support is a key member of the President&rsquo;s administrative team, responsible for delivering high-level, proactive, and detail-driven support to the President and senior leadership in the Office of the President. This individual will be required to liaise at a high level with both the University community and the outside world, interfacing with senior and professional staff members and a wide array of university offices including administration and faculty. This role demands exceptional judgment, foresight, adaptability, initiative, and energy to ensure the Office functions seamlessly and reflects the highest standards of professionalism

Responsibilities
<ul>
<li>Deliver daily executive-level support to the University President and other executives in the Office of the President.</li>
<li>Expertly coordinate the calendar for University President, resolving conflicts and exercising independent judgement to handle matters quickly and tactfully.</li>
<li>Assist in the management of incoming communications (e-mail, postal mail, telephone, etc.).</li>
<li>Coordinate logistics for travel by conducting extensive research to ensure that trips maximize efficiency and that all travel bookings are handled accordingly.</li>
<li>Utilize and maintain a database to provide ad-hoc reports from calendar and meeting data. Synthesize this information as needed or requested.</li>
<li>Act as a back-up to the Associate Director, Executive Support in ensuring appropriate coverage of the Office of the President reception desk, as well as provide back-up coverage and support.</li>
<li>Identify, develop, and implement process improvements, policies, and systems to streamline operations, using sound judgment to set priorities.</li>
<li>Maintain a confidential, service-oriented office environment that is responsive to the needs of both internal and external stakeholders.</li>
<li>Support presidential meetings in Low Library and at the President&rsquo;s House with high-level preparation, coordination, and follow-through.</li>
<li>Assume other responsibilities as assigned.</li>
</ul>
Minimum Qualifications
<ul>
<li>Bachelor&rsquo;s degree or equivalent.</li>
<li>Minimum 3 years of related experience.</li>
</ul>
Additional Position-Specific Minimum Qualifications
<ul>
<li>Demonstrated success in managing office operations</li>
<li>Must be able to exercise exceptional judgment and organizational skills with the ability to exercise a high degree of diplomacy, collaboration, and problem-solving ability.</li>
<li>Must be flexible to work early mornings, evenings, and weekends when requested.</li>
<li>Confidentiality and discretion are required.</li>
<li>Strong verbal, writing and computer skills are essential.</li>
</ul>
Preferred Qualifications
<ul>
<li>Prior experience supporting an executive level office or position strongly preferred.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Manager, Executive Support

NATIONMIND LLC

<div><div><div>About NationMind LLC: 
 
NationMind LLC is a technology consulting firm focused on Technical Engineering, software development, technicians, QA testing and services. We help clients build reliable, scalable applications with a strong emphasis on automation, performance, and quality. Our team works across industries, delivering solutions that drive innovation and operational efficiency. We are currently hiring skilled professionals for Project/Program Manager to join our growing team. 
 
Project/Program Manager
</div><div>Location: New York City (onsite)</div>
<div>Duration: 6 Months 
 
Required All 4 Certifications(Active)
</div><ul><li>PMP</li></ul>
<ul><li>Agile</li></ul>
<ul><li>CSM</li></ul>
<ul><li>ITIL Foundation</li></ul>
<div></div>
<div>Description</div>
<ul><li>The Technology Program Manager Consultant position will be instrumental in leading in the execution and delivery of large-scale complex, cross-domain technology initiatives within the Enterprise Strategy &amp; Architecture (ESA) division.</li></ul>
<ul><li>The ideal candidate brings a combination of strong technical understanding, disciplined program governance, and the ability to operate effectively within a complex, public sector environment.</li></ul>
<ul><li>This role blends strategic oversight and program management expertise that will work closely with architecture teams across Enterprise Architecture, Cloud, Platform, Data &amp; AI, Application, and Network domains, as well as key IT functions including Capital Projects, Operational Technology, Infrastructure &amp; Operations, Product, and Cybersecurity.</li></ul>
<ul><li>A major focus of the role is developing, expanding, and maintaining an executive dashboards and performance metrics profile that provide visibility into employee bandwidth, resource allocation, and project health.</li></ul>
<ul><li>The Manager synthesizes complex data into actionable insights and executive summaries that inform leadership decisions, drive operational efficiency, and support long-term strategic planning.</li></ul>
<ul><li>The position ensures cohesive delivery across interconnected technology domains and alignment between technology solutions and business objectives.</li></ul>
<div>Key Responsibilities</div>
<ul><li>Collaborate with senior leadership including CTO, DCTO&rsquo;s offices, Directors, and program stakeholders across a highly matrixed organizational structure.</li></ul>
<ul><li>Develop high-quality executive Power BI dashboards scorecards, and performance metrics to support leadership oversight, resource planning, and operational decision making.</li></ul>
<ul><li>Build, refine, and present executive level presentations summarizing program status, risks, financials, and strategic impacts.</li></ul>
<ul><li>Prepare detailed metrics and analysis of dashboard and formulate into executive summary and concise detail.</li></ul>
<ul><li>Track KPIs and present progress to executive leadership.</li></ul>
<ul><li>Ensure solutions align with architecture standards.</li></ul>
<ul><li>Conduct capacity planning and resource forecasting analysis.</li></ul>
<ul><li>Identify system inefficiencies and outline reengineering efforts.</li></ul>
<ul><li>Communicate effectively with all stakeholders.</li></ul>
<ul><li>Coordinate with enterprise architecture, product divisions, infrastructure teams, cybersecurity, and operational departments to ensure program alignment with IT standards.</li></ul>
<ul><li>Assist in the development of the ESA&rsquo;s strategic technology roadmap.</li></ul>
<ul><li>Identify and assist to mitigate risks.</li></ul>
<ul><li>Drive continuous improvement and innovation across systems.</li></ul>
<ul><li>Assist to highlight team priorities and resource supply/demand.</li></ul>
<ul><li>Address workload and performance issues.</li></ul>
<ul><li>Escalate unresolved issues appropriately.</li></ul>
<ul><li>Perform other duties as assigned.</li></ul>
<ul><li>Proven expertise across Cloud, Data &amp; AI, Network, Applications, and Enterprise Architecture.</li></ul>
<ul><li>Advanced proficiency in Microsoft Office Suite (Teams, Planner, Visio, Word, Excel, Access, PowerPoint, SharePoint).</li></ul>
<ul><li>Power BI experience includes dashboard creation, KPI design, and data analysis.</li></ul>
<ul><li>Hands on experience with Jira and ServiceNow for project tracking and portfolio reporting.</li></ul>
<ul><li>Exceptional communication skills with ability to deliver executive-level insights.</li></ul></div></div>

Project/Program Manager

<div><ul><li>Job Type: Officer of Administration</li>
<li>Bargaining Unit:</li>
<li>Regular/Temporary: Regular</li>
<li>End Date if Temporary:</li>
<li>Hours Per Week: 35</li>
<li>Standard Work Schedule:</li>
<li>Building:</li>
<li>Salary Range: $75,000-$85,000</li>
</ul><div>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.</div> 
<div></div>

Position Summary

The role of Administrative Manager sits in the Office of Academic Affairs under the SVP/Vice Dean for Faculty Affairs at the Columbia University Irving Medical Center (CUIMC). The Office of Academic Affairs works with over 9,500 faculty and researchers across the four health science schools at CUIMC. The SVP/Vice Dean leads several offices and initiatives that support the needs of faculty and researchers, including the Office of Academic Affairs, Office of Faculty Affairs, the Office of Faculty Professional Development and Engagement, the Office of Professionalism, the CUIMC International Students and Scholars Office, and Conflict of Interest.

The Administrative Manager of the Office for Academic Affairs will provide executive-level support to the SVP for Faculty Affairs and Vice Dean for Academic Affairs and will manage the day-to-day logistics of the busy Academic Affairs office. The Administrative Manager will also be responsible for managing the Professorship process and the Faculty of Council, both are crucial functions of the Vice Dean/SVP.

Reporting to the Assistant Vice President for Faculty Professional Development and Engagement and the SVP/Vice Dean for Faculty Affairs, the Administrative Manager will assume the SVP's day-to-day calendar, schedule and confirm meetings, coordinate meetings and conferences, coordinate travel arrangements, and prepare materials relevant to meetings. The Administrative Manager will provide discreet and confidential executive administrative assistance to the SVP, interacting with executive staff and office staff and providing information to all levels of university administrators as appropriate. The Administrative Manager will review, read, distribute, and respond to correspondence when appropriate; screen and monitor calls, field questions, or forward them to the appropriate person; send internal/external communications via regular mail or email; develop and maintain filing system into a readily retrievable format; and prepare agendas. The incumbent will also support the office calendar and will schedule meetings for the two AVPs as needed, including supporting key faculty committee meetings and programming needs.

Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.

Responsibilities

Administrative support to the Senior Vice President/ Vice Dean (40%)
<ul>
<li>Reads, distributes, and responds to correspondence as directed by the Vice Dean/SVP and the AVP;</li>
<li>Facilitates communications between SVP&rsquo;s office, including the EVP/Dean&rsquo;s Office, Provost&rsquo;s Office, Departments, and other offices</li>
<li>Screens and monitors call for the SVP and the Office of Academic Affairs;</li>
<li>Create an email folder organization system that corresponds to relevant files and manage the organization by reviewing emails as they come in.</li>
<li>Create lists of committee members/attendees to track participants for all meetings hosted by SVP and AVP.</li>
<li>Send out email reminders for all meetings hosted by SVP and AVP at least one day prior to each meeting.</li>
<li>In consultation with the SVP and AVP, fields questions and/or forwards them to the appropriate person.</li>
<li>Assists with developing correspondence, memos, and communications on behalf of the SVP of the office.</li>
<li>Manages travel and business arrangements for conferences.</li>
<li>Provide logistical and administrative support for special committee meetings run on behalf of the SVP or AVP, as requested.</li>
<li>Maintains paper and electronic files in organized systems.</li>
<li>Answers and directs calls for the SVP and AVP with courtesy and efficiency, observing appropriate business protocols.</li>
<li>PowerPoint presentations, editing letters, pulling references, and putting them together</li>
</ul>
Manages the Faculty of Medicine Faculty Council (15%)
<ul>
<li>Work with SVP and AVP for Faculty Professional Development and Engagement and the Office of the Dean to schedule Faculty Council and Executive Committee meetings</li>
<li>Work with the Office of Faculty Affairs to create and send ballots to Faculty Council for votes on appointments, promotions, and tenure</li>
<li>Manage the agenda for the Faculty Council meetings, keep track of past agenda items, finalize agenda, invite speakers, collect PPT presentations, manage logistics for the in-person quarterly meeting (catering, AV, communication) and keep time at the meeting to support the Vice Dean.</li>
<li>Administer annual elections of new members and maintain database of members.</li>
</ul>
Manages the professorship process (25%)
<ul>
<li>Creation of and dissemination of professorship letters.</li>
<li>Reviews the conditions and terms of gifts to ensure that letters accurately reflect the donors' stipulations.</li>
<li>Works closely with departments, the Promotions Specialist, the Development Office, Dean&rsquo;s Office, Provost&rsquo;s Office, and Faculty Affairs to adhere to deadlines and proper workflow.</li>
<li>Maintains databases and reporting for endowed professorships</li>
<li>Send congratulatory letters on behalf of the Dean</li>
<li>Provides support to the Promotions Specialist in the management of the VP&amp;S faculty tenure reviews process.</li>
<li>Trained in working on Tenure reviews if the Promotion Specialist needs coverage.</li>
<li>Working with departments, the Office of Faculty Affairs, and the Provost&rsquo;s Office, on managing tenure dossier materials for faculty who are under review for Tenure.</li>
</ul>
Back up support for Assistant Vice President for Faculty Professional Development and Engagement and Assistant Vice President for Academic Appointments and Professionalism (5%)
<ul>
<li>Support scheduling team and group meetings as needed</li>
<li>Support committees and faculty working group schedules run on behalf of the office</li>
<li>Support scheduling complex and confidential meetings</li>
</ul>
Supports office operations (5%)
<ul>
<li>Maintains hoteling and in-office schedule</li>
<li>Ensures key documents and resources for staff are kept up to date</li>
<li>Works with the Operations Manager to ensure that office equipment is maintained that adequate office supplies are on hand and ordering supplies as needed.</li>
</ul>
Supports special events as assigned (5%)
<ul>
<li>Provide logistical support on special events as assigned by the Vice Dean/SVP and the AVP for Faculty Professional Development and Engagement.</li>
</ul>
Other projects and duties assigned (5%)

New assignments may be given from the AVPs and the SVP/Vice Dean when needed.

Minimum Qualifications
<ul>
<li>Bachelors degree or equivalent in education and employment plus three years' experience.</li>
<li>Must have excellent communication and interpersonal skills must have excellent, including composing and editing correspondence and documents, developing reports, and communicating with staff.</li>
<li>The ability to handle confidential information with exceptional judgment and discretion is required.</li>
<li>Must have demonstrated ability to manage time effectively, balancing competing priorities at the same time.</li>
<li>Demonstrated ability to take direction, follow instructions carefully, and with the ability to work independently.</li>
<li>Must have the ability to coordinate difficult schedules; adapt to various competing demands; prioritize and handle conflicting needs and multiple assignments; and work with diplomacy and efficiency in a highly pressured, fast-paced, deadline-driven environment. Must be able to follow through on projects to successful completion.</li>
<li>Must have the demonstrated ability to be proactive, to problem-solve, and to maintain composure under pressure.</li>
<li>Must have the demonstrated ability to offer the highest level of customer/client service and response to personnel at all levels. Strong knowledge of and proficiency with Microsoft Office programs, including Outlook, Word, Excel, PowerPoint, Zoom, Adobe; experience with heavy calendaring; ability to perform moderately complex internet research.</li>
</ul>
Preferred Qualifications
<ul>
<li>Prior experience working within a college and university setting preferred.</li>
</ul>
Other Requirements
<ul>
<li>Must be able to manage highly sensitive and confidential communications with discretion and integrity.</li>
<li>Must have exceptional organizational, time management and organizational skills with the ability to exercise a high degree of tact, diplomacy, and discretion with sensitive matters.</li>
<li>Must have a strong service-oriented attitude and excellent interpersonal skills.</li>
<li>Must be able to take initiative and be a problem-solver and have the ability to anticipate office needs.</li>
<li>Must have excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).</li>
<li>Must be able to run Zoom meetings.</li>
<li>Demonstrated commitment to serving the needs of a diverse population with cultural competence and sensitivity required.</li>
</ul>
Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.</div>

Administrative Manager

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