Administrative Staff Position
Administrative Staff Position
Posted on :
10-07-2025
Employer Active
1 Vacancy
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Job Description
Job Title
Hendrix College is seeking a full-time 12-month Executive Administrative Assistant tosupport to the Vice President for Finance and Operations / Chief Financial Officer (VPFO/CFO). This position plays a key role in coordinating the day-to-day activities of the Office of Finance and Operations ensuring effective communication managing critical projects and maintaining confidentiality with sensitive information. The Executive Assistant serves as a liaison between the VPFO/CFO and internal/external stakeholders supporting the operational and strategic goals of the division.
Key Responsibilities:
Administrative and Operational Support (electronic and paper)
- Manage complex calendar and schedule meetings events and travel for the VPFO/CFO
- Prepare and coordinate agendas materials and follow-up actions for internal and external meetings
- Coordinate room reservations and maintain organizational chart and departmental calendars
- Screen and prioritize incoming communications including phone calls emails and mail
- Draft and edit professional correspondence memos reports and presentations
- Maintain accurate filing systems for contracts policies and administrative records
Project and Division Coordination
- Assist in tracking division-wide initiatives strategic plans and recurring reporting deadlines
- Coordinate the preparation of documents for Board of Trustees meetings (particularly Finance Audit and Investment Committees)
- Support the coordination of meetings and activities across departments reporting to the VPFO/CFO including facilities human resources accounting and finance dining IT risk management and any other department that is assigned to the VPFO/CFO
- Maintain an understanding of divisional priorities to anticipate and proactively address scheduling or resource needs
Communication and Relationship Management
- Serve as a professional point of contact for internal offices external partners and community stakeholders
- Coordinate logistics for divisional events leadership team retreats and vendor meetings
- Ensure consistency in communications on behalf of the VPFO/CFO
- Maintain discretion and confidentiality in handling highly sensitive information and situations
General Office and Budget Oversight
- Monitor office supply inventory and manage procurement needs for the Office of Finance and Operations
- Assist with managing operational budgets and tracking departmental expenditures
- Provide monthly budget reports to leadership
- Process departmental invoices reconcile vendor statements and perform budget transfers
- Support hiring logistics onboarding and training schedules for staff reporting to the VPFO/CFO
- Other duties as assigned
Qualifications:
Required:
- Bachelors degree or equivalent combination of education and experience
- Minimum of 5 years of progressive administrative support preferably in an executive-level environment
- Exceptional organizational skills with strong attention to detail and accuracy
- Excellent written and verbal communication skills
- High level of professionalism and discretion
- Proficiency in Microsoft Office Suite (Word Excel Outlook Teams Visio PowerPoint) and ability to learn new systems quickly
- Demonstrated ability to manage multiple priorities in a dynamic environment
- Must be a self-starter and possess a can-do attitude
Preferred:
- Experience in higher education or a nonprofit setting
- Familiarity with financial or budgetary terms and processes
- Working knowledge of board or committee support processes
Work Environment:
This position is primarily on-site located in an office setting on the Hendrix College campus. Occasional evening or weekend work may be required during key periods such as board meetings or campus events.
Consideration of applicants will begin immediately and continue until the position is filled. Applications should include a letter of application and a resume with contact information for three professional references. Salary is commensurate with education and experience. Applications can be submitted at Questions about this position can be submitted to
Hendrix College strives to maintain an environment free from discrimination and harassment where members of the Hendrix Community treat each other with respect dignity and courtesy. The College adheres to the principle of equal educational and employment opportunity without regard to age race color religion gender disability sexual orientation gender identity or expression genetic information or national origin.
Required Experience:
Staff IC
Employment Type
Full-Time
Key Skills
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