Executive Assistant to the Vice President for Finance & Administration

Description

The Executive Assistant (EA) to the Vice President for Finance & Administration (VPFA) is responsible for providing comprehensive support to the VPFA and will be tasked with managing the office’s operations. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems in a timely manner, with a high level of professionalism and confidentiality. The Executive Assistant will be responsible for duties including but not limited to developing relationships with stakeholders, scheduling and maintaining appointments, maintaining records and files (some that are confidential), and keeping the VPFA organized and prepared for upcoming meetings.

Primary Responsibilities 

·       Provide effective calendar management and maintain appointments for the VPFA.

·       Prioritize inquiries and requests while troubleshooting conflicts. 

·       Coordinate meetings and on campus in-services/professional development opportunities. 

·       Arrange and handle all logistics for meetings; draft agendas, develop, compile and distribute materials. 

·       Within scope of knowledge, responds to inquiries from members of the College community. 

·       Coordinate requests for Board of Trustee preparation. 

·       Answers and screens incoming phone calls and distribute messages accordingly. 

·       Photocopies, scans, opens and sorts mail. 

·       Maintain vacation records. 

·       Review and update website information.  

·       Attend and record notes/minutes when necessary. 

·       Other duties as assigned.

 

Knowledge and Abilities

·       Strong verbal and written communication skills. Excellent interpersonal and customer service skills; ability to conduct self in a manner that professionally represents the VPFA; communicate with poise and tact with all levels of staff, faculty, students, parents, alumni, and community members; confidential and discrete; ability to work independently and cooperatively with diverse constituents. 

·       Significant executive support experience. 

·       Excellent administrative, organizational and time management skills; attentive to detail. Ability to follow written and oral instructions. 

·       Ability to establish priorities and manage multiple priorities.

·       Ability to complete a high volume of tasks and projects independently. 

·       Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. 

Qualifications

Education and Experience

Bachelor’s degree required. At least 5 - 7 years of general clerical/office experience required. Experience as an executive assistant in higher education preferred. Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint. Must be willing and able to learn new software and systems. Ability to work occasional