Executive Assistant
Executive Assistant
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Job Description
Job Title: Executive Assistant
Department: Financial Services
Reports to: Vice President for Finance and Chief Financial Officer
SUMMARY
We are seeking a highly skilled and proactive Executive Assistant who will be accountable for managing the Office of the Vice President for Finance and Chief Financial Officer (VP/CFO) at Calvin University. The position requires expertise in coordinating various projects across the university: coordinating with the office of the President and other Cabinet members management of various Board of Trustees Committees and associated projects interacting with and coordinating interactions with many external constituents and vendors as well as variousprojects in the Financial Services division.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Executive/Administrative Support
- Manage the schedule for the VP/CFO by effectively arranging appointments and planning project time to ensure efficiency preparedness and sustainable work pace and project flow.
- Establish and implement office administrative procedures to manage email and maintain accurate office records and files.
- Prepare draft and distribute correspondence (emails presentations agendas and reports).
- Coordinate logistics for meetings and record meeting minutes with internal colleagues and external partners.
- Arrange travel and prepare expense reporting.
- Assist the Director of Finance with calendaring appointments travel arrangements expense reporting and projects as assigned.
- Support the Financial Services office team and the Risk Manager with duties assigned by the VP/CFO or the Director of Finance.
- Present a professional friendly and helpful presence in the office of Financial Services fostering a warm and welcoming environment.
- Coordinate and support management of other VP/CFO direct report areas including Facilities Events and Creative Dining
Financial Operations Support
- Assist in preparing and managing financial documents reports and spreadsheets.
- Support the VP/CFO and Director of Finance in coordinating financial reviews audits budgeting processes and contract management.
- Manage mail and order office supplies for the Financial Services Office.
- Help conduct research compile data track and report key financial metrics and deadlines.
- Assist with budget preparation and budget review for the departments under the VP/CFOs supervision.
- Maintain confidential finance contracts and other business records.
- Input invoices related to Financial Services purchases into the general ledger accounting system.
Project Management
- Serve as a liaison between cabinet members Financial Services team members other internal constituents and the VP/CFO to enhance communication and collaboration.
- Coordinate interactions with board members external constituents and vendors including lawyers accountants architects construction managers to ensure communication and logistics are handled in a timely manner.
- Support the VP/CFO with ongoing projects ensuring all logistical needs are met.
- Support all committees and special project work (e.g. Strategic Finance Committee Board of Trustees committee work capital projects etc.) by assuring that committee members receive meeting notices information and/or training minutes and followup information from the VP/CFO.
- Coordinate crossdepartmental initiatives helping with data collection analysis and preparation for strategic decisionmaking.
SUPERVISORY RESPONSIBILITIES. This position may direct the work activities of one or more student office assistants on occasion and will regularly work closely with other team members in the financial services office Facilities Creative Dining Events and other contract workers.
QUALIFICATIONS. To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE. This position requires a bachelors degree from a fouryear college or university; three to five years of related experience and/or training; or an equivalent combination of education and experience. Strong knowledge of office management and administrative procedures with experience in finance or accounting a plus. Proficiency in Microsoft Office Suite (Excel Word PowerPoint) database tools AI tools (such as copilot) Adobe ERP (Workday experience or exposure a plus) and financial software.
COMMUNICATION SKILLS. The position requires the ability to draft and edit correspondence presentations and complete tasks requiring significant communication skills. The position is responsible for providing training and instruction to a wide array of staff on university policies and practices as well as handling a high volume of confidential information with sensitivity.
COMPLEXITY. The position requires the ability to solve problems and to deal with a variety of variables in situations where only limited standardization exists.
ACCOUNTABILITY. This position has the authority if approved to act or make recommendations that will affect procedures processes and practices involving employees both within the same department and more broadly within the university.
DECISION MAKING/JUDGMENT. This position regularly requires independent judgment in setting priorities and organizing work to accomplish results. Some of the responsibilities of this position are performed in accordance with existing procedures and instructions.
OTHER SKILLS AND ABILITIES
1. Must have a personal commitment to Jesus Christ
2. Ability to work independently and in teams and across a wide variety of constituencies across the university
WORKING RELATIONSHIPS. The position requires engagement with faculty staff board and committee members students parents alumni donors and community partners and necessitates understanding and communicating information beneficial to resolving problems.
PHYSICAL DEMANDS/WORK ENVIRONMENT. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work in this position is performed within routine office conditions usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
FAITH and EDUCATIONAL COMMITMENT
1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.
2. A commitment to the Christian faith and to the integration of faith learning and student development.
DIVERSITY COMMITMENT
Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including but not limited to race gender physical limitations class or religious perspectives.
Employment Type
Full-Time
