Executive Assistant/Accounting Assistant

The Executive Assistant / Accounting Assistant provides high-level administrative support to the Chief Financial Officer while performing a variety of accounting and business office functions. This position requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will possess a solid understanding of basic accounting principles and be able to speak confidently about accounting processes, internal controls, and financial workflows.

• Provide executive administrative support to the CFO, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare reports, presentations, spreadsheets, and other business documents with a high degree of accuracy.
• Assist with accounts payable by reviewing invoices, obtaining approvals, coding expenses, and preparing payments.
• Assist with accounts receivable, deposits, billing, and maintaining customer and vendor records.
• Prepare and deliver bank deposits and perform other routine banking transactions as assigned.
• Run local business-related errands, including trips to banks, financial institutions, vendors, government offices, post offices, and other locations as necessary to support College operations.
• Process and reconcile credit card statements, expense reports, and routine account reconciliations.
• Maintain organized financial and administrative records in accordance with institutional policies.
• Assist with monthly, quarterly, and year-end financial closing activities by preparing schedules and supporting documentation.
• Respond professionally to inquiries from employees, vendors, students, and external partners.
• Coordinate meetings, prepare agendas, record meeting notes, and follow up on assigned action items.
• Maintain confidentiality and appropriately safeguard financial, personnel, executive, and other sensitive information.
• Recommend improvements to administrative and accounting processes to increase efficiency and accuracy.
• Perform other duties as assigned.

• Working knowledge of basic accounting principles, including debits and credits, general ledger concepts, accounts payable, accounts receivable, reconciliations, and financial documentation.
• Ability to explain accounting processes and understand how transactions flow through the accounting cycle.
• Strong proficiency in Microsoft Excel, Word, Outlook, and other Microsoft Office applications.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and prioritization skills.
• Ability to exercise sound judgment, maintain confidentiality, and demonstrate professionalism at all times.
• Strong attention to detail with a high level of accuracy.
• Ability to work independently while also collaborating effectively with others.
• Ability and willingness to travel locally to conduct banking transactions and other business-related errands as required.

• Associate degree in Accounting, Business Administration, Finance, or a related field required. Bachelor's degree preferred.
• Minimum of three (3) years of progressively responsible administrative support experience, with at least two (2) years supporting accounting, finance, or business office operations.
• Experience working with accounting software or ERP systems preferred.
• Experience in higher education, nonprofit, or public sector accounting is preferred but not required.
• Valid driver's license and ability to travel locally as required to perform assigned job duties.

The ideal candidate will be able to discuss and demonstrate experience with:

• Accounts payable and accounts receivable processes
• Bank deposits and account reconciliations
• Expense reimbursement processes
• Internal controls and segregation of duties
• Month-end close support
• Financial recordkeeping and documentation
• Vendor management
• Process improvement and workflow efficiency

• Integrity and Confidentiality
• Organization and Planning
• Financial Aptitude
• Customer Service
• Communication
• Initiative and Problem Solving

• Prolonged periods of sitting and computer use.
• Ability to occasionally lift and carry up to 20 pounds.
• Ability to move throughout campus offices as needed.
• Ability to travel locally by automobile to banks and other business locations as required to perform the essential functions of the position.