Executive Assistant to the Chief Financial Officer

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

The Office of Chief Financial Officer (OCFO) is the University’s primary division responsible for the financial functions of the university. Our dedicated team oversees the university procurement and sourcing process, accounts payable and receivable, tax compliance, financial reporting, general and sponsored accounting, treasury and debt management, payroll, revenue management, payment systems, and overall university budgeting. The Georgetown’s Office of Chief Financial Officer is committed to diversity. Along with daily efforts, all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, disability, or veteran status. All are encouraged to apply.

The Executive Assistant serves as the primary administrative support to the Chief Financial Officer (CFO) and will report to the CFO’s Chief of Staff. Their main duties include scheduling, meeting and event planning, travel arrangements, board of director meeting planning, and communications. The incumbent is responsible for strategically managing the dynamic activities of the CFO, representing them with the upmost professionalism to internal and external senior level officers and executives including Senior Leadership, Administrators, Staff, and the public. Providing administrative support to the most Senior Level Executives at the university, additional responsibilities include, but are not limited to:

Strategic Scheduling Management

• Maintain the CFO’s calendar, confirming appointments, supporting meetings, resolving conflicting priorities, and ensuring that things are on time, organized, and well prepared for each meeting/appointment.

• Manage the schedule of the CFO with agility, discretion, and diplomacy, adjusting daily plans without causing disruption.

• Arrange CFO meetings, coordinating with staff to be present and collecting relevant documents, working to ensure that preparations for meetings are made in advance.

• Independently analyze and assess how to efficiently and professionally manage the demanding schedule of the CFO by determining how requested meetings and calls fit into the priorities of the CFO, making decisions based on that assessment.

• Schedule and coordinate agendas for budget development and review meetings including Spring/Fall Budget Formulation Process meetings, Faculty Senate Budget Committee meetings, and Campus CFO meetings.

Administrative Support

• Coordinate all travel arrangements and reconcile travel and business expenses, streamlining processes and procedures for maximum efficiency.

• Act as the central point of contact for all electronic files for the CFO office, assigning permission to folders/files.

• Oversee all aspects of event planning for CFO-wide meetings and events held throughout the year, planning, coordinating, and setting up CFO meetings to include materials, food service, and audio/visual.

• Ensure that new staff are added to the appropriate email distribution lists and provide new employees with on-boarding materials.

• Create and approve invoices & POs in GMS for CFO purchases, creating expense reports when needed.

• Work closely with the CFO Financial Officer to monitor departmental accounts for accuracy and appropriateness of charges.

Meetings, Presentation Coordination, & Communications

• Provide admin support for Board of Director, Finance & Administration, and Audit committee meetings.

• Work with the Office of the Secretary to establish committee meeting dates for both off-cycle and regular session meetings, developing board presentation work schedule and scheduling prep meetings.

• Work with Secretary's office to develop the book for the board members, developing the seating chart and taking attendance at meetings.

• Distribute meeting materials in advance of committee meetings to university staff who attend committee meetings, drafting and finalizing meeting minutes.

• Work with the Secretary’s office to schedule meetings between the CFO and the committee Chairperson or committee members as needed.

• Monitor OCFO mailbox, referring as appropriate to other staff and composing correspondence an