Executive Assistant, Limited Term
Executive Assistant, Limited Term
Posted on :
01-10-2025
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1 Vacancy
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Job Description
Job Description Summary
The Executive Assistant provides high-level administrative organizational and operational support to the Interim Vice President for Finance & Controller. This role serves as a critical partner in managing priorities ensuring timely execution of financial deadlines and facilitating communication within the Financial Services department and with other campus departments. The Executive Assistant is entrusted with sensitive and confidential information and plays a key role in helping the Financial Services division operate smoothly and efficiently.
Responsibilities
Administrative & Executive Support: Manage and optimize the VPs calendar ensuring strategic use of time and prioritization of critical meetings. Screen and prioritize incoming communications; draft responses and handle routine inquiries. Meeting prep: gathering background prepping briefing notes circulating agendas. Ensure the VP arrives at meetings on time. Prepare expense reports and P-card reconciliations handling receipts ensuring compliance. Request suppliers create requisitions and submit invoices for payments Prepare documents for VP signature and distribute executed copies to requesters. Handle logistics with HR and IS&T. Book flights hotels cars and prepare travel itineraries. Finance & Operations Coordination: Maintain a master calendar covering board meetings materials due dates payroll runs AP check runs Student billing due dates Add/drop dates month-end close dates tax filing and deposit due dates etc. Assist the VP of Finance in overseeing multiple operational areas including Accounting Accounts Payable Payroll Purchasing and the Student Business Office by tracking and organizing metrics deliverables and follow-ups. Assist the VP of Finance in maintaining awareness of team dynamics by tracking feedback compiling observations from meetings and communications and surfacing potential concerns or trends. Create and/or update standard operating procedures (SOPs). Project Management and Event Support: Provide project management support by tracking in-flight projects following up on deadlines flagging risks or bottlenecks and helping the VP prioritize projects across the department. ensuring alignment with the Financial Services Divisions priorities Coordinate special projects and initiatives on behalf of the VP of Finance. Coordinate occasional department events and recognition activities including planning logistics managing communications and ensuring alignment with the Financial Services Divisions culture and values.
Required Qualifications
Bachelors degree in Business Administration Finance or related field; or equivalent work experience. 5 years of experience as an Executive Assistant Administrative Manager or similar role supporting senior leadership. Strong organizational skills and the ability to manage multiple priorities and deadlines. Anticipates needs and solves problems before they escalate. Ensures accuracy in deadlines documents and communications. Excellent written and verbal communication skills; ability to draft professional correspondence. Maintains positive working relationships across departments and with external partners. High level of proficiency with Microsoft Office Suite (Word Excel PowerPoint Outlook) and collaboration platforms (Teams Zoom SharePoint) Proven ability to handle confidential information with discretion.
The Executive Assistant provides high-level administrative organizational and operational support to the Interim Vice President for Finance & Controller. This role serves as a critical partner in managing priorities ensuring timely execution of financial deadlines and facilitating communication within the Financial Services department and with other campus departments. The Executive Assistant is entrusted with sensitive and confidential information and plays a key role in helping the Financial Services division operate smoothly and efficiently.
Responsibilities
Administrative & Executive Support: Manage and optimize the VPs calendar ensuring strategic use of time and prioritization of critical meetings. Screen and prioritize incoming communications; draft responses and handle routine inquiries. Meeting prep: gathering background prepping briefing notes circulating agendas. Ensure the VP arrives at meetings on time. Prepare expense reports and P-card reconciliations handling receipts ensuring compliance. Request suppliers create requisitions and submit invoices for payments Prepare documents for VP signature and distribute executed copies to requesters. Handle logistics with HR and IS&T. Book flights hotels cars and prepare travel itineraries. Finance & Operations Coordination: Maintain a master calendar covering board meetings materials due dates payroll runs AP check runs Student billing due dates Add/drop dates month-end close dates tax filing and deposit due dates etc. Assist the VP of Finance in overseeing multiple operational areas including Accounting Accounts Payable Payroll Purchasing and the Student Business Office by tracking and organizing metrics deliverables and follow-ups. Assist the VP of Finance in maintaining awareness of team dynamics by tracking feedback compiling observations from meetings and communications and surfacing potential concerns or trends. Create and/or update standard operating procedures (SOPs). Project Management and Event Support: Provide project management support by tracking in-flight projects following up on deadlines flagging risks or bottlenecks and helping the VP prioritize projects across the department. ensuring alignment with the Financial Services Divisions priorities Coordinate special projects and initiatives on behalf of the VP of Finance. Coordinate occasional department events and recognition activities including planning logistics managing communications and ensuring alignment with the Financial Services Divisions culture and values.
Required Qualifications
Bachelors degree in Business Administration Finance or related field; or equivalent work experience. 5 years of experience as an Executive Assistant Administrative Manager or similar role supporting senior leadership. Strong organizational skills and the ability to manage multiple priorities and deadlines. Anticipates needs and solves problems before they escalate. Ensures accuracy in deadlines documents and communications. Excellent written and verbal communication skills; ability to draft professional correspondence. Maintains positive working relationships across departments and with external partners. High level of proficiency with Microsoft Office Suite (Word Excel PowerPoint Outlook) and collaboration platforms (Teams Zoom SharePoint) Proven ability to handle confidential information with discretion.
Required Experience:
IC
Employment Type
Temp
Key Skills
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