Vice President for Business & CFO - Executive Assistant

Cedarville University invites applications for the position of Executive Assistant to the Vice President for Business and Chief Financial Officer. This role provides high-level administrative and operational support by coordinating priorities, anticipating needs, and ensuring timely follow-through on key workflows. Serving as a central liaison across the Business Division and other University departments, the Executive Assistant helps build trust, streamline communication, and reduce avoidable friction. The position also supports the Office of General Counsel by coordinating University contract and affiliation agreement workflows and maintaining accurate documentation. This is a full-time (2080 annual hours) non-exempt staff position.

**Internal applicants should by logging into Dayforce and submitting an internal application.**

• Serve as the primary administrative support for the CFO and Business Office, ensuring timely completion of requests.

• Manage the CFO’s calendar, daily schedule, and meeting logistics; ensure materials are prepared in advance.

• Draft, proofread, and format correspondence, reports, and internal communications as requested.

• Perform other administrative duties as assigned in support of the CFO and Business Division priorities.

• Anticipate upcoming deadlines and meeting needs; prepare reminders, materials, and follow-up lists to support the CFO’s priorities.

• Monitor work-in-progress items and gently coordinate across departments to keep deliverables on track.

• Identify potential issues (financial, legal, reputational, or operational) and escalate to appropriate leaders with relevant context.

• Communicate professionally and clearly with campus partners, vendors, and external parties; foster trust through responsiveness and discretion.

• Build collaborative working relationships inside and outside the Business Division to support smooth execution of division and University initiatives.

• Coordinate contract and affiliation agreement workflow from initiation through completion (intake, routing, status tracking, documentation, and record-keeping) in collaboration with the Office of General Counsel and relevant departments.

• Maintain accurate contract records and process documentation to support consistency and compliance.

• Identify opportunities to improve processes and workflows and implement solutions to completion.

• Review and track leadership team and Cabinet member credit card documentation monthly; follow up on missing items and submit documentation per established process.

• Process budget transfers and payment requisition forms in accordance with University procedures.

• Compile and report monthly headcount data for the CFO.

• Assist with preparation and logistics for Board of Trustee committee meetings (scheduling, materials, etc.).

• Coordinate logistics for division events as assigned (e.g., annual picnic), including communication, vendors, and day-of support.

• A “seeking to serve” attitude; service leadership orientation.

• Demonstrated ability to work independently, anticipate needs, and solve problems with good judgment—knowing when to escalate vs. resolve.

• Strong organizational skills with the ability to manage multiple priorities, timelines, and details in a deadline-driven environment.

• Excellent interpersonal and communication skills; ability to build trust and work effectively with faculty, staff, students, and external constituents.

• Proven experience supporting senior leaders, including complex calendaring, meeting coordination, and preparation of materials.

• Demonstrated discretion in handling confidential information (financial, personnel, legal, and institutional matters).

• Proficiency with office productivity tools (Microsoft Office and/or Google Workspace) and ability to learn new systems quickly.

• Working knowledge of modern productivity tools, including responsible use of AI tools for drafting, summarizing, and formatting when appropriate and consistent with University guidelines.

• 3–5 years of administrative or executive assistant experience preferred.

• Bachelor’s degree preferred (or equivalent combination of education and experience).

• Ability to work independently with minimal supervision, manage frequent interruptions, and prioritize effectively in a fast-paced executive office environment.

• Ability to maintain accuracy and attention to detail while managing multiple tasks, deadlines, and shifting priorities.

• Ability to read, interpret, and handle sensitive information (including financial and contractual documents) with confidentiality and discretion.

• Ability to exercise sound judgment, maintain professional boundaries, and escalate concerns appropriately.

• Ability to communicate clearly and professionally in person, by phone, and in writing.

• Ability to collaborate effectively with individuals at all levels of the organization and represent the CFO’s office with professionalism.

• Ability to use standard office equipment and technology (computer, phone, printer/copier, office software, document management systems).

• Ability to remain seated for extended periods; perform repetitive hand/wrist motions (typing/data entry).

• Ability to occasionally lift/carry up to 10–15 pounds.

• Ability to move throughout campus buildings and navigate stairs as needed (including Founders Hall stairwell).