Executive Secretary and Administrative Assistant

JOB-20848 Executive Sec. and Admin Assistant-SOW090926

POSITION SUMMARY

The Executive Assistant provides high-level administrative and operational support to the Vice President, Business & Finance / CFO, serving as the primary point of coordination for the division. The incumbent manages the CFO's calendar and correspondence, produces accurate and well-formatted documents and reports, tracks projects and deadlines, and acts as a liaison among executive staff, senior administrators, and institutional administration. This position is distinguished from other administrative roles in the division by its direct, confidential support of the CFO and its responsibility for division-wide coordination.

SUPERVISORY RESPONSIBILITIES

This position has no direct reports. The incumbent reports directly to the Vice President, Business & Finance / CFO.

DUTIES AND RESPONSIBILITIES

Principal duties are:

• Manage the CFO's calendar by scheduling, prioritizing, and resolving conflicts among meetings to ensure effective use of executive time.

• Present contracts and documents for signature by reviewing content and providing brief summaries so the CFO can act efficiently and accurately.

• Track division projects and deadlines by maintaining status logs and following up with responsible staff to ensure timely completion.

• Compile and transmit the Monthly Report to senior leadership by gathering divisional updates and formatting them into a clear, accurate summary.

• Screen and direct incoming calls and inquiries by serving as the first point of contact for the office and routing issues appropriately.

• Liaise among executive staff, senior administrators, and institutional administration by relaying information accurately and maintaining professional working relationships.

• Serve as a point of contact for staff, students, and families by addressing routine inquiries and directing complex issues to the appropriate office.

Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.

Our extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.

We are dedicated to recruiting candidates who consistently exceed our customers’ expectations.

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.