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administrative assistant (external agency staff) Jobs in New York

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assistant front office manager

office manager executive assistant

Bridgewater Advisors Inc.

<div>
 
 
 About Us:
 
 
 
 We are a dynamic, independent wealth management firm located in Rockefeller Center. Our small, tight-knit team provides personalized financial services to high-net-worth clients, and we&rsquo;re seeking a highly organized and proactive Office Assistant/Executive Assistant to join our team. This is an exciting opportunity for someone looking to make a meaningful impact in a fast-paced, collaborative environment.
 
 
 
 
 
 
 Position Overview:
 
 
 
 We are looking for an experienced Office Assistant who will also provide HR administration and executive assistant support. This individual will play a key role in ensuring the smooth and efficient operation of our office, supporting day-to-day administrative needs, assisting with HR functions, and supporting our leadership team. The ideal candidate is someone who thrives in a dynamic environment, is detail-oriented, and has strong interpersonal skills.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 Office Management:
 
 
 <ul>
 <li>
 Oversee daily office operations, ensuring an efficient and organized work environment.
 </li>
 <li>
 Answer phones.
 </li>
 <li>
 Greet clients as they arrive for meetings.
 </li>
 <li>
 Manage office supplies and vendor relationships.
 </li>
 <li>
 Coordinate office maintenance, equipment, and facilities management.
 </li>
 <li>
 Organize and manage meetings, conferences, and travel arrangements.
 </li>
 <li>
 Ensure the office kitchen remains tidy and well-stocked on a daily basis.
 </li>
 <li>
 Assist with office equipment as needed.
 </li>
 </ul>
 
 
 HR Administration:
 
 
 <ul>
 <li>
 Assist with onboarding and offboarding processes for new and departing employees.
 </li>
 <li>
 Maintain employee records and ensure compliance with HR policies and procedures.
 </li>
 <li>
 Help manage benefits administration and payroll coordination.
 </li>
 </ul>
 
 
 Executive Assistant Support:
 
 
 <ul>
 <li>
 Provide administrative support to senior executives, including calendar management and email correspondence.
 </li>
 <li>
 Experience using a CRM in the RIA industry is desirable
 </li>
 <li>
 Coordinate meetings, conferences, and client events.
 </li>
 <li>
 Assist Tax Team during tax preparation season.
 </li>
 <li>
 Assist with special projects and research as required.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 3+ years of office management experience, ideally in a financial services or professional services setting.
 </li>
 <li>
 Executive assistant experience preferred.
 </li>
 <li>
 Proficiency in Google Workspace (Docs, Sheets, Gmail), MS Office and general office software.
 </li>
 <li>
 Excellent organizational, communication, and time-management skills.
 </li>
 <li>
 Ability to handle sensitive and confidential information with discretion.
 </li>
 <li>
 A proactive, positive attitude and the ability to multitask effectively in a fast-paced environment.
 </li>
 </ul>
 
 
 
 
 
 Why Join Us?
 
 
 <ul>
 <li>
 Work in a collaborative and dynamic team environment.
 </li>
 <li>
 Competitive salary and benefits package.
 </li>
 <li>
 Salary range&nbsp;$60,000 - $80,000
 </li>
 <li>
 Hybrid workplace - 4 days in office, 1 day remote.
 </li>
 <li>
 The opportunity to contribute to the success and growth of a growing firm.
 </li>
 <li>
 Convenient Manhattan location: Rockefeller Center
 </li>
 </ul>
 
 
 
 
 If you&rsquo;re a motivated, detail-oriented professional who thrives in a hands-on role, we&rsquo;d love to hear from you. Apply today and become an integral part of our team!
 
</div>

Office Assistant / Executive Assistant

Green Key Resources

<div>
 
 Financial services firm is seeking a polished and proactive Executive Assistant &amp; Office Manager to support a team and ensure smooth day-to-day office operations. This is a hybrid, full-time position best suited for a detail-oriented professional who has experience supporting senior leadership in the finance sector.
 
 
 
 
 
 Hybrid schedule: 3 days onsite, 2 days remote
 
 
 Hours: 9:00am&ndash;6:00pm
 
 
 Salary range: 100k - 105k base + discretionary bonus
 
 
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Support senior leadership and manage office operations in a hybrid role blending executive assistance and office management responsibilities.
 </li>
 <li>
 Coordinate calendars, travel, and meetings for multiple executives, ensuring seamless scheduling and logistics.
 </li>
 <li>
 Serve as the primary liaison for internal teams and external contacts, maintaining discretion and professionalism.
 </li>
 <li>
 Plan and execute internal events, meetings, and team offsites with precision and creativity.
 </li>
 <li>
 Manage office equipment, supplies, and vendor relationships to ensure smooth daily operations.
 </li>
 <li>
 Collaborate with HR and Technology for onboarding and offboarding processes, including workstation setup and equipment management.
 </li>
 <li>
 Draft, edit, and format presentations and correspondence.
 </li>
 <li>
 Handle expense reports, invoice processing, and office budget management with accuracy and timeliness.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Arts or related field preferred.
 </li>
 <li>
 5+ years of experience in executive assistance and office management roles.
 </li>
 <li>
 Proficiency in Salesforce and other office management tools.
 </li>
 <li>
 Strong organizational and multitasking skills to manage diverse responsibilities effectively.
 </li>
 <li>
 Excellent communication skills for liaising with internal and external stakeholders.
 </li>
 <li>
 Experience in event planning and execution, including logistics and creative aspects.
 </li>
 <li>
 Ability to maintain discretion and professionalism in handling sensitive information.
 </li>
 </ul>
</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

Goodwin Recruiting

<div>
 
 To Apply for this Job Click Here
 
 
 
 Office Manager &ndash; City, State
 
 
 Join a respected food production organization as the office manager at a key facility, where you&rsquo;ll play a vital role in driving efficiency, organization, and collaboration every day. This is an opportunity to make an immediate impact and enjoy a supportive, inclusive environment with excellent benefits.
 
 
 
 Office Manager Benefits &amp; Compensation
 
 
 
 <ul>
 <li>
 $68,000 per year salary
 </li>
 <li>
 401(k) matching program
 </li>
 <li>
 Healthcare program with up to 84% employer coverage
 </li>
 <li>
 Generous paid vacation and sick time
 </li>
 <li>
 Commuter benefits
 </li>
 <li>
 Gym benefits
 </li>
 <li>
 Free meal provided during shifts
 
 
 </li>
 </ul>
 
 Office Manager Requirements &amp; Qualifications
 
 
 
 <ul>
 <li>
 High school diploma or equivalent required; Associate&rsquo;s degree in office administration or related field preferred
 </li>
 <li>
 Minimum 3 years of administrative and clerical experience
 </li>
 <li>
 Strong organizational and communication skills
 
 
 </li>
 </ul>
 
 Office Manager Preferred Background &amp; Skills
 
 
 
 <ul>
 <li>
 Proficiency in Spanish a plus
 </li>
 <li>
 Experience in food production or food industry a plus
 
 
 </li>
 </ul>
 
 Office Manager Day-to-Day Responsibilities
 
 
 
 <ul>
 <li>
 Oversee general administrative functions and daily office operations
 </li>
 <li>
 Provide clerical support, including managing correspondence, mail, and document preparation
 </li>
 <li>
 Maintain inventory of office and kitchen supplies
 </li>
 <li>
 Manage insurance and documentation for company vehicles
 </li>
 <li>
 Handle vendor invoicing, quote requests, and coordinate facility maintenance visits
 </li>
 <li>
 Liaise with general managers and wholesale partners to resolve invoice and delivery issues
 </li>
 <li>
 Maintain up-to-date knowledge of emergency procedures and execute necessary documentation
 </li>
 <li>
 Support operational compliance and ensure accurate recordkeeping
 
 
 </li>
 </ul>
 This is your chance to thrive in a dynamic environment and ensure smooth operations at a leading facility. If you&rsquo;re organized, proactive, and ready to take ownership, we&rsquo;d love to hear from you!
 
 
 
 JOB ID
 
 : 172400 #post
 
 
 Emily Lauro
 
 
 
 To Apply for this Job Click Here
 
 
 
 , $67,500 - $68,500,
 
 
</div>

Office Manager JN -032026-172400

Art Basel

<div>
 
 Art Basel is seeking a seeking a highly organized and proactive Executive Assistant &amp; Office Manager. This position will report to the Chief of Staff to the CEO and work with them to empower the CEO, act as the CEO's primary coordinator and scheduler as well as ensure smooth office operations. This role combines administrative support with office management responsibilities, requiring exceptional attention to detail and strong interpersonal skills.
 
 
 
 
 
 The Executive Assistant &amp; Office Manager will work together with the Chief of Staff to oversee the CEO's calendar and activities to ensure maximum efficiency and value. In addition to administrative-related tasks, the Executive Assistant &amp; Office Manager will have the unique opportunity to work closely with the CEO and Chief of Staff to learn how Art Basel functions and engage strategically with different departments and global teams.
 
 
 
 
 
 
 Your Responsibilities:
 
 
 
 
 
 
 
 
 Executive Assistant Duties
 
 
 
 
 
 
 
 
 Leadership Team Management &amp; Group and Board of Directors Coordination
 
 
 <ul>
 <li>
 Coordinate with Art Basel Leadership Team (Management Board and Executive Committee) to ensure they are well prepared for meetings and calls with CEO
 </li>
 <li>
 Anticipate needs and resolve issues proactively with internal key stakeholders, which include Leadership Team as well as Group (MCH) Management Team
 </li>
 <li>
 Work with Group (MCH) administrative team to coordinate Board of Directors Meetings
 </li>
 </ul>
 
 
 Calendar and Schedule Management
 
 
 <ul>
 <li>
 Responsible for calendar management, requiring interaction with both internal and external stakeholders
 </li>
 <li>
 Provide administrative support, which includes scheduling and owning special projects as requested
 </li>
 <li>
 Scheduling both virtual and in-person meetings and events with multiple stakeholders
 </li>
 <li>
 Tracking meeting requests and work with the Chief of Staff to prioritize and delegate meetings as necessary
 </li>
 <li>
 Prepare action items and next steps in collaboration with the Chief of Staff for CEO
 </li>
 </ul>
 
 
 Administrative Support
 
 
 <ul>
 <li>
 Support the Office of the CEO with various meetings, including agenda and materials distribution, and any other tasks as assigned
 </li>
 <li>
 Take comprehensive and concise notes and ensure follow-through on meeting action items
 </li>
 <li>
 Manage receipts, expenses, and reimbursements
 </li>
 <li>
 Maintain confidentiality when handling sensitive or non-routine information
 </li>
 </ul>
 
 
 Travel and Event Planning
 
 
 <ul>
 <li>
 Make travel arrangements, including scheduling reservations, accommodations, transportation and visas
 </li>
 <li>
 Plan, manage, and support travel-related logistics for events, conferences, and speaking engagements
 </li>
 </ul>
 
 
 Email and Communication Management
 
 
 <ul>
 <li>
 Manage email traffic for the CEO, including screening, drafting responses, deleting, labeling, and archiving emails
 </li>
 <li>
 Ensure that requests for action or information are relayed to the appropriate staff member
 </li>
 <li>
 Maintain communication with employees, liaising between the CEO and internal/external stakeholders
 </li>
 </ul>
 
 
 Project and Task Management
 
 
 <ul>
 <li>
 Prioritize and manage multiple projects simultaneously, following through promptly
 </li>
 <li>
 Assist in planning, maintaining documentation, and tracking the progress of projects
 </li>
 <li>
 Support the CEO and Chief of Staff to ensure smooth daily operations with global teams
 </li>
 </ul>
 
 
 
 
 
 
 Office Management Duties
 
 
 
 
 
 
 <ul>
 <li>
 Oversee daily office operations and maintain a professional, productive work environment
 </li>
 <li>
 Oversee budgeting, invoicing, and financial processes
 </li>
 <li>
 Coordinate with office managers in other global locations
 </li>
 <li>
 Manage travel and expenses for the Art Basel team and provide onsite support at Art Basel Miami Beach Fair
 </li>
 <li>
 Organize team meetings, office events, and team-building activities
 </li>
 <li>
 Handle office supplies, mail, and equipment maintenance
 </li>
 <li>
 Manage office budgets and ensure timely payment of bills and insurance renewals
 </li>
 <li>
 Assist HR with payroll related tasks
 </li>
 <li>
 Assist with onboarding new employees
 </li>
 <li>
 Coordinate IT support
 </li>
 <li>
 Provide administrative support to senior executives, including scheduling and travel arrangements
 </li>
 </ul>
 
 
 
 
 
 Your Profile:
 
 
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s Degree or equivalent required.
 </li>
 <li>
 Minimum of 5 years&rsquo; experience in office management and executive support, with global exposure.
 </li>
 <li>
 Experience in the art world is a plus.
 </li>
 <li>
 Proficient in Microsoft Office and CRM systems.
 </li>
 <li>
 Detail-oriented team player with excellent organizational skills.
 </li>
 <li>
 Ability to work well under pressure, especially during fairs.
 </li>
 <li>
 Native English speaker: additional language skills are advantageous.
 </li>
 </ul>
 
 
</div>

Executive Assistant to CEO Art Basel

Mutinex

<div>
 
 
 About Us
 
 
 
 At Mutinex, we&rsquo;re not chasing unicorn status - we&rsquo;re building a sustainable, long-lasting business (think Bowhead Whale). We're an early-stage B2B SaaS company with a proven platform, trusted by big-name clients, and already generating millions in revenue.
 
 
 Our mission is bold: to build a universal business growth decision engine. Our platform empowers marketing, media, agency, analytics, and finance teams to organize, analyze, and action data at scale - unlocking and optimizing the true drivers of sustainable growth.
 
 
 We&rsquo;re a hybrid team spread across Sydney, Melbourne, and New York. We value open communication, diverse perspectives, and a culture of continuous learning and feedback.
 
 
 
 
 
 
 The Role
 
 
 
 This role sits at the heart of our new New York office. You&rsquo;ll spend part of your time as the on-the-ground executive support for our CEO, part of the time supporting the wider New York team on adhoc administrative tasks and the rest of your time as the operational backbone of our NY office.
 
 
 This is not a remote role - your physical presence in the office is core to what makes it work. You'll be the person who makes the space hum, the team feel looked after, and the CEO's New York days run without friction.
 
 
 You'll work closely with our Sydney-based Senior EA, who leads on CEO priority management and strategic coordination. Together, you'll operate as a two-person team around the CEO to ensure he&rsquo;s supported seamlessly across all time zones.
 
 
 We're in scale-up mode: growing fast, moving faster. This role has real visibility into senior leadership and business operations, and the right person will thrive on that energy.
 
 
 
 
 
 
 What You'll Do
 
 
 
 
 Executive &amp; Team Support
 
 
 <ul>
 <li>
 Support the CEO's New York calendar - scheduling, room and venue bookings, and day-of coordination
 </li>
 <li>
 Provide local life admin support - reservations, errands, and personal scheduling as needed
 </li>
 <li>
 Support the team and US President on ad hoc administrative tasks including travel arrangements
 </li>
 <li>
 Be a proactive, present resource for the CEO and team throughout the working day
 </li>
 <li>
 Liaise daily with the Senior EA in Sydney to ensure seamless priority handoffs across time zone
 
 s
 
 </li>
 </ul>
 
 
 
 
 
 Office Operations
 
 
 <ul>
 <li>
 Keep the New York office running smoothly, including supplies, vendors, maintenance, and space setup
 </li>
 <li>
 Own relationships with the landlord and any local service providers
 </li>
 <li>
 Ensure the office is consistently tidy, stocked, and welcoming
 </li>
 <li>
 Manage IT, building passes, and desk setup for new starters
 </li>
 </ul>
 
 
 
 
 
 Team &amp; Culture
 
 
 <ul>
 <li>
 Be the go-to person for the NY team's day-to-day needs
 </li>
 <li>
 Drive local team culture through events, celebrations, and offsites
 </li>
 <li>
 Support New York onboarding end-to-end - from desk and technology setup to first-day experience
 </li>
 </ul>
 
 
 
 
 
 What We're Looking For
 
 
 
 
 There's no perfect candidate - if you meet most of the criteria below and are excited about the role, we'd love to hear from you.
 
 
 
 
 
 <ul>
 <li>
 1-2 years of experience in an EA, administration office management, or operations role in a fast-paced environment (startup or scale-up experience a plus)
 </li>
 <li>
 Highly organized with exceptional attention to detail
 </li>
 <li>
 Calm under pressure and adaptable when priorities shift
 </li>
 <li>
 Proactive and solutions-oriented - you notice what needs doing before being asked
 </li>
 <li>
 Strong communicator, comfortable working with strong personalities and
 </li>
 <li>
 Discreet and professional with sensitive information
 </li>
 </ul>
 
 We believe skills can be developed - so if you bring a unique perspective and are eager to learn, we&rsquo;d love to hear from you
 
 .
 
 
 
 
 
 
 
 Why Work With Us?
 
 
 <ul>
 <li>
 
 Real Customer Impact:
 
 Your work directly shapes our platform and the success of our customers
 </li>
 <li>
 
 Challenging, Meaningful Work:
 
 Tackle complex data and infrastructure problems at scale
 </li>
 <li>
 
 Autonomy and Ownership:
 
 Drive initiatives end-to-end with support when you need it
 </li>
 <li>
 
 Learning and Growth:
 
 Collaborate with a thoughtful team of engineers and data scientists who love what they do
 </li>
 <li>
 
 Equity Ownership:
 
 All team members receive equity (ESOP)
 </li>
 <li>
 
 Parental Leave:
 
 12 weeks paid leave for the birth parent and 6 weeks for the secondary carer after 2 years
 </li>
 <li>
 
 Generous Time Off:
 
 20 days of annual leave to start, plus 5 extra days after your first year, and 1 additional day each year after that (up to 30)
 </li>
 <li>
 
 Work from Anywhere:
 
 Take your laptop and work from anywhere in the world for up to 6 weeks each year
 </li>
 </ul>
 
 
 
 
 
 We&rsquo;re Committed to Inclusion
 
 
 
 Mutinex is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applicants of all backgrounds, experiences, identities, and abilities.
 
 
 If you need adjustments or accommodations during the application process, just let us know, we&rsquo;re happy to support you.
 
 
 
 
 
 
 Ready to Join Us?
 
 
 
 If this sounds like a place where you&rsquo;d thrive, we&rsquo;d love to hear from you. Send us your resume and a short note about why this role excites you - we care more about what drives you than perfect formatting.
 
</div>

Administrative assistant and Office Manager

Columbia University

<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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