Executive Assistant, Finance Department

POSITION: Executive Assistant, Finance Department

REPORTS TO: Vice President for Finance 

STATUS: Full-time, Exempt

RANGE: $65,000 - $75,000

SUMMARY: Founded in 1901, Brooklyn Law School is a distinguished, independent law school located in Downtown Brooklyn, New York. The Executive Assistant, Finance Department provides administrative and project support to the Vice President for Finance and assists the Assistant Vice President for Budget & Planning and the Controller. This role ensures smooth operation of the Finance Department by managing administrative workflows, coordinating communication, handling mail and deposits, and assisting with financial documentation and reporting tasks.

The position requires strong organizational and communication skills, attention to detail, and proficiency in Microsoft Excel and PowerPoint. The ideal candidate is comfortable working with financial information, drafting reports or presentations, and communicating directly with financial institutions and internal departments.

Responsibilities include:

• Provide direct support to the Vice President for Finance, serving as the primary point of contact and gatekeeper for the Finance Department.
• Research and assist with special projects; prepare reports, correspondence, and presentations, including updates to Finance Department procedures and SOPs.
• Liaise with banking and financial partners to manage account documentation, correspondence, and transaction inquiries.
• Prepare and format Excel spreadsheets, PowerPoint materials, and reports to support finance projects, audits, and internal communications.
• Process incoming and outgoing mail; ensure timely routing and tracking of key documents.
• Receive, organize, and record checks and cash for deposit per internal controls and finance policies.
• Support accounting operations as needed, including credit card reconciliation, expense documentation, and record keeping.
• Coordinate departmental meetings, including agendas, materials, and minutes.
• Maintain organized electronic and paper files, ensuring confidentiality of financial and personnel information.
• Support departmental staff with administrative requests, onboarding of new employees, purchasing supplies, and maintaining equipment or shared resources.
• Track and follow up on outstanding items and communications across the department.
• Perform other duties as assigned to support Finance Department operations.

Required:

• Bachelor’s degree in business, finance, administration, or a related field.
• Three or more years of administrative experience, preferably in a finance, business, or higher education setting.
• Proficiency in Microsoft Office Suite, including Excel and PowerPoint.
• Strong organizational, written, and verbal communication skills.
• Proven ability to handle sensitive and confidential information with discretion.
• Detail-oriented and dependable, with the ability to manage multiple priorities.
• Comfortable communicating with banks and external partners in a professional manner.
• Demonstrated ability to use technology to streamline and improve office operations.
• Displays a can-do attitude, adaptability, and a strong team orientation, with openness to evolving job responsibilities.

Preferred:

• Experience working in a Finance, Accounting, or Budget office.
• Familiarity with Ellucian Colleague, Workday, or similar ERP systems.
• Prior experience preparing financial documents, reports, or presentations.

Remote capabilities:

• This position is eligible for a hybrid schedule, requiring a minimum in-office presence of four (4) days per week during the academic year when classes are in session and during exam periods. During the summer and academic breaks, when classes are not in session and exams are not being administered, a minimum of three (3) days per week of in-office presence is required.

Travel:

• No travel is required. 

Brooklyn Law School has an excellent benefits package that includes sick, personal and vacation paid time off, a generous retirement plan, dependent tuition scholarship Pre K- undergraduate college and additional summer Friday PTO.

Affirmative Action/EEO statement 

It is the policy of Brooklyn Law School to be impartial in the treatment of all employees and applicants for employment without unlawful discrimination as to race, creed, religion, color, natural origin, citizenship status, gender, age, veteran status, disability, marital status, union affiliation, political affiliation, sexual orientation or preferences or any other legal protected status.