Executive Assistant to Vice President, Business and Finance/CFO

Duties Description Position Title: Executive Assistant to the Vice President, Business & Finance / CFO

Location: On-site

Reports To: Vice President, Business & Finance / Chief Financial Officer

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.
Coordinate distribution of divisional communications and monthly newsletter by preparing and disseminating messages to the community in a timely manner.
Organize and moderate divisional staff meetings by preparing agendas, recording minutes, and distributing follow-up action items.
Produce professional documents, tables, and reports by applying strong word processing and spreadsheet skills to ensure accuracy and clear formatting.
Maintain the divisional organization chart, staff lists, and files by updating records as personnel and structure changes occur.
Support divisional web page updates by preparing and publishing approved content.
Reconcile monthly timesheets and respond to payroll inquiries by verifying records against attendance and coverage schedules.
Maintain the divisional time-off calendar by tracking staff attendance and advising on appropriate coverage.
Plan and secure travel arrangements by booking itineraries and processing and submitting travel vouchers and expense reports.
Provide certificates of insurance for off-site division events by coordinating with the appropriate insurance contacts.
Assist with hiring for division roles by serving on search committees, interviewing candidates, checking references, and preparing offer and welcome letters.
Support new staff onboarding within the division by maintaining and applying a master onboarding checklist.
Provide notary services to the university community as licensed and requested.
Perform other general administrative duties as needed to support the effective operation of the office.

Minimum Qualifications Education:

Associate's degree required; Bachelor's degree preferred. Equivalent combination of education and experience will be considered.

Experience:

Minimum of 5 years of experience as an Executive Assistant or in a comparable administrative role; experience supporting a finance office or in a higher-education/institutional setting preferred.
KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

Knowledge

Administrative practices and office management procedures
Budget, timesheet, and payroll processes at a working level
Institutional policies and procedures governing the division
Skill

Advanced proficiency in word processing, presentations and spreadsheet software (e.g., Microsoft Word/Excel/PowerPoint or Google Docs/Sheets/Slides), including clean document and table formatting
Rapid learning and adoption of new technology and office systems
Accurate and efficient data entry and recordkeeping
Ability

Establish and maintain effective working relationships with executive staff, colleagues, and the university community
Write routine reports, memos, and correspondence using proper grammar, spelling, and punctuation
Set priorities and manage multiple duties and responsibilities simultaneously under deadline pressure
Exercise discretion and sound judgment in handling confidential financial and personnel information
Adapt to changes in work procedures, policies, and the work environment
Obtain and maintain a notary license

Additional Comments Salary Range: $80,000 - $90,000, based on experience

Comprehensive benefits: Benefits-At-A-Glance - MC Unclassified

Position Type: Professional

Line Number: 04173
Official Budget Title: Executive Assistant to Vice President, Business and Finance/CFO
Campus Title: Assistant to the Vice President & Chief Financial Officer
Department: Business & Finance
FTE: Full- Time
Negotiating Unit: Management Confidential
Salary Grade: MP-5
FLSA Status: Non- Exempt

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