Executive Assistant

Columbia/Barnard Hillel

Role Overview

Make your mark as a member of our dedicated team at Columbia/Barnard Hillel. We are seeking a highly resourceful, proactive, and organized individual for the full-time position of Executive Assistant. As Executive Assistant, you will play a vital role in ensuring the smooth and efficient day to day operations in the executive office.

Reporting to the Chief of Staff, you will provide the Executive Director with essential administrative and project support, and provide general support across the organization. You will work closely with the Development and Operations teams.

The Executive Assistant is often a first point of contact for students, donors, campus partners, prospective applicants, vendors and visitors to campus. Communication with these populations requires thorough knowledge of details relating to programs managed by the student life team, as well as discretion, professionalism and confidence in relaying information. We are looking for an individual who takes initiative and is a creative and resourceful problem solver, with strong written communications and interpersonal skills.

This is an in-person position, requiring work in the Kraft Center on West 115th and Broadway.

What You’ll Do

Manage the Executive Director’s time and calendar to ensure it enables him to achieve his objectives and commitments to students, the team, alumni, donors and the university

• Manage a high volume of scheduling requests
• Coordinate logistics for meetings, travel and events, including sending reminders, organizing room reservations/set-ups/catering, and making travel arrangements
• Enter all relevant details accurately into the calendar
• Consistently evaluate calendar commitments to ensure that the Executive Director is investing his time in a way that is consistent with the organization's priorities
• Greet guests as they arrive to meet with the Executive Director
• Provide time checks and updates throughout the day to ensure that the Executive Director is on time and aware of any schedule adjustments that arise

Manage correspondence on the Executive Director’s behalf to create efficiency and ensure that all those who engage with his office are responded to in a timely, helpful manner and treated with respect

• Manage email inbox, taking initiative to handle requests whenever possible
• Answer phone calls and route calls to appropriate parties
• Sort and manage physical mail; Make trips to the post office, UPS, or FedEx as needed

In coordination with the Executive Director, oversee social media management in order to promote the work of the organization externally.

• Curate photos and information from events to post on social media
• Take responsibility for ensuring social media is up to date
• Coordinate with Student Life team on timing of posts

Proactively maintain the Executive Director’s files and records to ensure that he and the team are always equipped with accurate, up-to-date information.

• Attend meetings, take notes and compile minutes
• Provide accurate prospect research for upcoming meetings and upload notes to the Executive Director’s calendar
• Maintain comprehensive and accurate electronic and paper files related to meetings and conversations with students, donors and other partners
• Update donor-relationship management database on ongoing basis to ensure accurate, relevant, and up-to-date information
• Manage passwords and access to online records
• Process and categorize the Executive Director’s expenses
• Maintain strict confidentiality and professionalism

Who You Are

• A self-starter who can navigate through ambiguity and thrives in a fast-paced, dynamic environment
• Entrepreneurial; accountable for your results and how they are achieved
• Comfortable giving and receiving feedback
• A flexible team player with a strong work ethic and commitment to excellence
• An organized and efficient operator
• Resourceful, proactive, solutions oriented and persistent in overcoming and removing obstacles that impact goal achievement
• Someone who operates with integrity, kindness and transparency
• Passionate about our mission

You have

• 0-2 years experience in a related role, preferably in a non-profit organization or academic institution
• A Bachelor's degree from an accredited university
• A high level of attention to detail and a high sense of urgency
• Strong interpersonal skills; An ability to develop and maintain collegial relationships with a variety of stakeholders
• Excellent communications skills, both written and verbal
• Discretion and good judgment
• Excellent analytical, organizational, creative problem-solving skills
• Strong interpersonal skills
• Demonstrated capability to work independently and collaboratively, success managing multiple priorities
• An ability to work in the New York office 5 days per week and to support evening and weekend meetings a few times per year.

What You’ll Receive

• Competitive salary in the non-profit marketplace of $50,000 - $55,000.
• A comprehensive benefits package, including health insurance and retirement plan
• Generous vacation and sick leave, and family leave.
• An employer that values the whole person
• Terrific colleagues and an enthusiastic supervisor who all want you to succeed
• An opportunity to be part of engaging and nurturing the next generation of global Jewish leaders
• An opportunity to learn about the operations of a dynamic, leading non-profit organization

About Columbia/Barnard Hillel

Columbia/Barnard Hillel is an exciting, fast-paced, intellectually rigorous work environment. We are a high energy, dedicated team of professionals committed to enriching the Jewish experience of our students. Columbia/Barnard Hillel serves the undergraduate and graduate Jewish communities of Columbia University, Barnard College, and The Jewish Theological Seminary. There is a large and very active Jewish community based in the Kraft Center for Jewish Student Life and around campus. While more than 1,000 Jewish students are involved with Hillel, there are many students who have not found their Jewish niche on campus.

Columbia/Barnard Hillel is affiliated with Hillel International. Hillel International enriches the lives of Jewish students so they may enrich the Jewish people and the world, and envisions a world where every student is inspired to make an enduring commitment to Jewish life, learning and Israel.

About Hillel International

In 1923, Rabbi Benjamin Frankel started Hillel with humble means, a noble mission and a breathtaking vision: to convey Jewish civilization to a new generation. Today, Hillel International continues to enrich the lives of Jewish students and is the largest Jewish campus organization in the world at nearly 1,000 colleges and universities across North America and around the world. As Hillel evolves as an organization, the mission remains steadfast: to create lasting connections with every Jewish student that foster an enduring commitment to Jewish life, learning, and Israel and train them to become the next Jewish leaders.

Hillel is an equal opportunity employer. We are committed to creating an accepting and inclusive environment for all.