Executive Assistant
Executive Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
PHILLIPS EXETER ACADEMY
Executive Assistant
SCHEDULE: Full-time 12 months/year minimum 40 hours/week. Schedule may vary according to departmental and Academy needs.
FLSA
Pay Group
Status
Fiscal Year Weeks
Class
Department
Location
Exempt
Bi-Weekly
Full-Time
Full year (52 weeks)
Staff
Finance
Hybrid
Position Purpose
Provides administrative support for the CFO Finance Office Trustees Legal Investments Facilities and various other internal departments requiring the exercise of confidentiality good judgment and discretion. Regularly interacts with senior administrators trustees and auditors where the ability to act independently and proactively are critical.
Job Responsibilities
- In conjunction with the Finance Accounting Team performs accounts receivable functions including daily dual control cash functions including logging of incoming cash and checks and managing department petty cash.
- Performs accounts payable functions including the scanning of vendor invoices approved trustee invoices approved insurance invoices and approved Human Resources invoices etc. to Phillips Exeter Academy Accounts Payable Department.
- In coordination with the mailroom personnel receives sorts and distributes whole house incoming and finance specific outgoing mail.
- Serves as the primary person for office routines including phone/office coverage ordering supplies copying faxing compiling reports organizing outgoing mailings routine filing and archiving.
- Serves as the Finance office primary credit card holder and submits expense reports in conjunction with office expenditures for review and approval in a timely manner utilizing Oracle software systems.
- Coordinates internal meetings and celebrations for team building and office camaraderie.
- Under the direction of the Manager of Investment Operations acts as liaison with insurance companies and claimants involving automobile accidents with academy-owned vehicles.
- In conjunction with the Manager of Investment Operations and the Sr. Manager of Buildings & Grounds maintains accurate records of auto insurance items including auto accident / whole house incident documentation tracking vehicle and mobile equipment lists titles and vehicle and equipment bill of sales. Additionally work with academy insurance companies to obtain and distribute vehicle insurance ID cards to the Sr. Manager of Buildings & Grounds.
- In conjunction with the Manager of Investment Operations processes insurance invoices to Phillips Exeter Academy Accounts Payable Department.
- In conjunction with Legal Counsel and whole house budget managers coordinates and maintains tracking and online records repository of vendor certificates of insurance per Phillips Exeter Academy guidelines.
- In conjunction with Legal Counsel CFO and/or Director of Finance & Budget and whole house budget managers / contract managers coordinates the contracts management review process and repository.
- In coordination with the Assistant Director of Financial Aide and the Endowment Fund Accountant prepare student scholarship letters for graduating students receive organize and coordinate and track direct to college scholarship payments.
- Maintain calendar of CFO including scheduling and other arrangements including various CFO / Trustee calls and zoom scheduling.
- Assists with the scheduling of online meetings specific to Finance Department Trustee Meetings which includes working with volunteers / non-Phillips Exeter employees and in various time zones.
- Obtains current listings of trustees and trustee committees and Bylaws from the Executive Assistant to the Principal and maintains those files along with department specific organizational charts and other finance files as required.
- Obtains current finalized Corporate Trustee Resolutions from the Clerk to the Trustees and maintains / updates the finance files as required.
- Responds to miscellaneous requests by Trustees former Trustees Principal Administration Team and others.
- Collaborates with the CFO / Finance Office and implements objectives and processes in support of Finance department operations.
- Coordinates CFO signature on various documents such as tax filings or investment agreements.
- Distributes and maintains annual documentation of conflict-of-interest documents for Administrators using UKG.
- Prepares and collects materials as requested by auditors including annual confirmation letters.
- Coordinates travel arrangements registrations and prepares expense reports for the Finance management team as needed.
- Other duties as assigned.
Knowledge Skills and Competencies
- Strong interpersonal skills with ability to develop and maintain collegial relationships.
- Excellent communication (written and verbal) skills.
- Respect for diversity of identities and experiences an orientation toward equity and inclusion and cultural competency in all aspects of Academy life.
- Proven ability to maintain confidentiality.
- Excellent typing and proof reading skills.
- Demonstrated ability to work with students by building trust and credibility.
- Excellent analytical and problem solving skills as well as a strong customer focus.
- Ability to work independently and handle multiple priorities and deadlines simultaneously.
- Strategic high-level thinking coupled with the attention to detail necessary for successful planning and execution.
- Demonstrated ability to collaborate with teammates and clients by building trust and credibility.
- Proficient in MS Office.
- Willingness and ability to learn additional applications as needed.
- High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
- Ability to follow verbal and written directions maintain a professional demeanor and restraint at all times including stressful situations.
Direct/Indirect Reports
None.
Position Requirements
Education
- High school diploma or GED required.
- Bachelors degree preferred.
Experience
- 5 years administrative experience requiring discretion preferably in a finance environment.
- Some knowledge of finance and accounting terminology is helpful.
- Experience working with adolescents in an educational setting is preferred.
Additional Requirements
- Successfully complete a criminal background check (reviewed every 5 years).
- Clean Driving record (reviewed annually).
- Ability to adapt to a varying work schedule or have flexible availability to meet departmental needs.
Employment Type
Full-Time
