ATSU - Executive Assistant - Financial Office

Description

A.T. Still University (ATSU) seeks applications for a non-exempt Executive Assistant to the Chief Financial Officer (CFO) on the Kirksville, MO campus. The Executive Assistant to the Chief Financial Officer (CFO) will provide high-level support to the CFO, including routine administrative support activities, project tracking, screening and routing requests, serving as a primary point of contact/liaison between the CFO and internal/external partners, supporting daily operations, and ensuring efficient coordination between various departments.

Requirements

Major Job Duties

• Manage the CFO’s calendar, schedule appointments, and coordinate meetings.
• Prioritize and coordinate internal and external commitments to ensure the CFO’s time is utilized effectively.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with discretion and maintain records and files.
• Screen and direct phone calls, emails, and inquiries to appropriate parties.
• Serve as a primary point of contact between the CFO and internal/external partners; collaborate effectively with other executive/administrative assistants and team members to facilitate smooth communication and coordination.
• Perform other administrative duties as assigned by the CFO.
• Assist in preparing and managing expense reports, invoices, and financial documents.
• Assist CFO in managing significant projects and initiatives by tracking key projects and assignments, ensuring deadlines are met and objectives are achieved.
• Develop project/assignment timelines, monitor progress, and report updates to the CFO.
• Coordinate with internal/external partners to gather necessary information and resources for project/assignment completion.
• Facilitate communication and collaboration between departments to resolve issues and streamline processes.
• Monitor the lifecycle of contract processing ensuring timely completion of contract review and execution and compliance with University policies and procedures.
• Arrange travel, itineraries, and necessary travel documents for the CFO, including flights, accommodations, and ground transportation as well as travel agendas.
• Contribute to the continuous improvement of office processes and procedures.
• Prepare reports and presentations.
• Assist CFO and other departments in special projects, research, and data analysis as needed.

Education/Experience

• Bachelor's degree in Business Administration, Finance, or related field preferred.
• 3-4 years experience preferred.
• 3-4 years of experience with at least 2 years supporting C-level executives in a complex organizational environment.
• Proven track record in serving as a liaison between executive leadership and various departments, particularly within higher education, healthcare, or large non-profit organizations.

Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time management skills, with a proven ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong analytical skills with the ability to generate reports, synthesize data, and provide actionable insights to executive leadership.
• High level of professionalism, discretion, and integrity in handling confidential and sensitive information.
• Excellent communication and interpersonal skills, with the ability to build and maintain relationships at all levels of the organization.
• Demonstrated ability to work independently and drive assignments to successful completion with minimal supervision.

Personal Characteristics/Traits

• Attention to Detail: The ability to notice and correct errors, ensuring accuracy and thoroughness in all tasks.
• Discretion and Confidentiality: A strong sense of integrity, capable of handling sensitive information with the utmost care and maintaining confidentiality.
• Proactive Problem-Solving: A forward-thinking approach, anticipating the needs of the CFO and proactively addressing potential issues.
• Adaptability: Flexibility to adjust to changing priorities and unexpected challenges, with the ability to stay calm and effective under pressure.
• Strong Communication Skills: Excellent verbal and written communication skills, able to convey information clearly and effectively to diverse audiences.
• Professionalism: A polished demeanor, consistently representing the executive and organization in a professional manner, both internally and externally.
• Resourcefulness: The ability to think creatively and find solutions to complex problems, often with limited guidance or resources.