What are the responsibilities and job description for the Executive Assistant – Office of the Vice President for Finance and Administration position at Lawrence University?
Reports To: Vice President for Finance and Administration
Location: Appleton, WI
Position Type: Full-Time (Exempt)
Location: Appleton, WI
Position Type: Full-Time (Exempt)
Primary Objective
The Division of Finance and Administration at Lawrence University seeks a highly organized individual with proven communication and interpersonal relationship skills to support the Vice President for Finance & Administration (VPFA) and other senior leaders of the division. The Executive Assistant is the primary liaison for the VPFA with the campus community on all operational matters.
The Division of Finance and Administration at Lawrence University seeks a highly organized individual with proven communication and interpersonal relationship skills to support the Vice President for Finance & Administration (VPFA) and other senior leaders of the division. The Executive Assistant is the primary liaison for the VPFA with the campus community on all operational matters.
This position provides an opportunity for a proven performer to work collaboratively with all divisional leaders and cross-collaboratively with university departments. The position requires an individual who exercises sound judgment, handles multiple tasks simultaneously, anticipates needs and is a self-starter, and has the ability to operate with a high level of confidentiality.
The Executive Assistant provides administrative support and program assistance to the Vice President for Finance and Administration as well as the departments directly reporting to the VPFA (Financial Services, Human Resources, Information Technology, Facilities Operations, Auxiliary Services).
In addition, this individual provides administrative support for the following committees of the Board of Trustees: Finance Committee, Buildings and Grounds Subcommittee, Investment Committee and Audit Committee. Additionally, this individual provides administrative support to internal working groups such as the Financial Planning Committee, Crisis Management team and Real Estate Working Group.
Job Responsibilities
- Oversee the flow of information to and from the Vice President and his/her direct reports in a timely fashion. Produce general correspondence/documents including letters, recommendations, proposals, reviews, and minutes and agendas. Process routine reports and prepare materials as requested. Conduct research on topics as requested. Coordinate contract signing.
- Assist with financial management and budget reporting for departments within the Division of Finance and Administration. This includes processing invoices, expense reports, credit card reports, disbursement requests for the VPFA and other senior staff members.
- Communicate with the Vice President and his/her direct reports to assist with problem-solving and meeting the university’s needs.
- Schedule appointments and maintain Outlook calendar for Vice President and senior staff members/his direct reports as needed.
- Arrange appointments and meetings to include contacting participants, reserving rooms/equipment, catering needs and gathering materials. Use Microsoft Teams and Zoom Conference call software.
- Coordinate travel arrangements as needed.
- Attend Board of Trustees Committee meetings and prepare agendas and minutes.
- Responsible for Management of daily insurance issues, claims, policy inquiries, invoices, annual renewal preparation, certificates of insurance, rental car damage and fleet vehicle damage.
- Collaborate with VPFA, Senior Assistant Vice President for Facilities Management, Assistant Vice President for Human Resources, and University Counsel on insurance matters.
- Coordinate administrative and logistical details of WAICU, ACM, Direct Reports and numerous other meetings.
- Assist with ad-hoc projects and initiatives as needed.
- Coordinate schedules and travel arrangements for job candidates and other outside visitors. Assist with hiring and orientation of divisional staff as vacancies occur.
- Update and maintain divisional web pages as needed.
- Establish and maintain files and records.
- Open, sort and distribute incoming mail. Prepare outgoing mail as needed.
- Answer and direct calls. Prioritize calls by determining the nature of each call to assist in accommodating staff and/or students’ needs.
- Other duties as assigned by the Vice President and Associate Vice Presidents of the division.
Working Relationships
Work collaboratively with all members of the Financial Services team, staff, faculty and other members of the Lawrence community, including vendors, students, and parents.
Preferred Skills and Experience
- Prefer 8 – 10 years previous administrative experience with strong keyboarding skills (75-85 wpm).
- Prefer a minimum of an earned Associate’s degree.
- Must have high level of integrity and interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact and diplomacy.
- Must be able to interact and communicate effectively with individuals at various levels.
- Work requires attention to detail in composing and proofreading materials, establishing and meeting deadlines. Must be able to manage multiple priorities and complete tasks on time.
- Strong knowledge of Microsoft Office software applications.
- Strong analytical skills with an appreciation for accuracy and attention to detail.
- Excellent oral and written communication skills.
- Ability to work independently and with minimum supervision.
- Penchant for taking initiative and following through on tasks and projects
- Maturity of perspective and sound judgment in answering questions, solving problems, and referring inquiries.
Employment Requirements
Must have successful completion of criminal and MVR background check, meet University Authorized Driver Policy requirements, and favorable completion of reference checks.
