Executive Assistant & Office Manager, Finance and Financial Business Services

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The Executive Administrator reports to the Vice President for the assigned department and provides high-level support to the Vice President and three department AVPs. As the primary contact for internal and external constituencies regarding the VPs office this role involves performing general office management duties. This critical position is a vital resource for faculty and staff. It demands attention to detail excellent interpersonal and writing skills and the ability to work under pressure in a fast-paced environment.

ESSENTIAL JOB DUTIES

Executive Assistant

• Serve as the key liaison between V.P. and key internal and external stakeholders providing excellent customer service.
• Responsible for meticulous calendar management including planning meetings and coordinating recurring check-ins.
• Provide VP with appropriate preparation before meetings and check-ins including creating agendas providing reminders about content and action items and tracking follow-up items.
• Write and edit internal and external communications for the VP.
• Provide high-level operational and administrative support to the VP as needed.
• Assist the VP with maintaining editing and distributing board-related documents and schedules; coordinate with the Senior Executive Assistant for VP Administration and Finance/CFO on the delivery of materials for BoT meetings from Finance and Financial Business Services.
• Creating presentations and helping create other management-level reports.

Office Manager

• Ensure office efficiency
  • Develop office policies and procedures and ensure they are implemented appropriately
  • lead office clean-up and organization
  • handle mail/correspondence (incoming and outgoing) and deliveries
  • manage file and record retention systems for Finance and FBS
  • oversee supplies and equipment for Finance and FBS; oversee and maintain office equipment for uninterrupted function
  • ensure proper onboarding of new employees; ensure space and equipment are ready day one

• Coordinate materials and documentation and maintain the Finance/FBS website and Zendesk pages.
• Perform receptionist duties: greet visitors answer and direct phone calls.
• Notarize documents.
• Provide direct administrative support as needed for all Finance and FBS staff including scheduling appointments meetings and events booking travel organizing mailings etc.
• Assist with office layout planning and office moves and with managing and maintaining IT infrastructure.
• Plan and organize all functions for the office
• Serve as the liaison for the Finance and Financial Business Services offices with other departments including but not limited to HR Facilities and IT.
• Provide guidance training and supervision to other staff members as required.
• Perform other miscellaneous duties as assigned.

QUALIFICATIONS Qualifications are deemed required or preferred and represent what is needed to perform the job effectively.

• Bachelors Degree in Business or a related field preferred
• 5 years of experience working in a highly active fast-paced office environment required
• Required to be a Notary Public

KNOWLEDGE SKILLS AND ABILITIES This may be representative but not all-inclusive of the knowledge skills and abilities commonly associated with the job.

• General knowledge of budgeting and accounting procedures
• Proficiency in using G Suite and other computer software and comfortable learning new technologies/software as they arise
• Exceptional accuracy and attention to detail required
• Proven track record of excellent follow-through and accountability
• Comfortable troubleshooting tech issues
• Ability to lead maintenance of the Finance website and Zendesk pages
• Strong organizational skills and the ability to follow through on tasks and requests
• Ability to maintain multiple projects simultaneously and to prioritize tasks
• Ability to collaborate with a wide range of constituents in a diverse community
• Strong leadership skills
• Good customer service skills
• Self-starter with excellent interpersonal communication and problem-solving skills
• Ability to maintain a high level of confidentiality
• Flexible and able to meet changing work needs and demands; willing to provide hands-on support to various departments within Finance during staff absences and busy periods
• Strong writing proofreading and verbal communication skills
• Excellent time management skills

PHYSICAL ABILITIES Activities commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• This position is generally sedentary in nature; however movement throughout the area is required from time to time.
• Continuous oral and written communication with co-workers and supervisors is essential.
• Repetitive movements occasional lifting of up to 10 pounds reaching lifting stooping and the ability to read a computer screen detect color-coding and read fine print will be expected.

WORK ENVIRONMENT Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.

• General office conditions.
• Exposed to moderate noise levels

Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested subject to all applicable state and federal laws. Certain job duties described herein may be subject to possible modification in accordance with applicable state and federal laws.

Compensation: $64500.00 - $79000.00 annually commensurate with experience.

Grade of Position: 23-08E

Scheduled Weekly Hours: 36.25

Division: Division of Administration and Finance

In addition to a competitive salary Emerson College is committed to the health and well-being of our employees and family members. We offer a generous benefits package to regular staff scheduled to work 20 hours per week.

Benefits include outstanding health plans with limited out-of-pocket expenses dental plans generous time-off programs and a 403(b) retirement benefit with a 9% employer contribution once eligible. Additional benefits such as life and disability coverage as well as commuter offerings are available.

Please refer to our benefits website for a full list of benefits and eligibility requirements.