Executive Assistant

PHILLIPS EXETER ACADEMY

Executive Assistant

 

SCHEDULE: Full-time, 12 months/year, minimum 40 hours/week.  Schedule may vary according to departmental and Academy needs.

FLSA

Pay Group

Status

Fiscal Year Weeks

Class

Department

  Location

Exempt

Bi-Weekly

Full-Time

Full year (52 weeks)

Staff

Finance

 Hybrid

Position Purpose

Provides administrative support for the CFO, Finance Office, Trustees, Legal, Investments, Facilities and various other internal departments, requiring the exercise of confidentiality, good judgment, and discretion.  Regularly interacts with senior administrators, trustees, and auditors where the ability to act independently and proactively are critical.

Job Responsibilities

• In conjunction with the Finance Accounting Team, performs accounts receivable functions including daily dual control cash functions, including logging of incoming cash and checks, and managing department petty cash.
• Performs accounts payable functions including the scanning of vendor invoices, approved trustee invoices, approved insurance invoices and approved Human Resources invoices, etc. to Phillips Exeter Academy Accounts Payable Department.
• In coordination with the mailroom personnel, receives, sorts and distributes whole house incoming and finance specific outgoing mail.
• Serves as the primary person for office routines including phone/office coverage, ordering supplies, copying, faxing, compiling reports, organizing outgoing mailings, routine filing, and archiving.
• Serves as the Finance office primary credit card holder and submits expense reports in conjunction with office expenditures for review and approval in a timely manner utilizing Oracle software systems.
• Coordinates internal meetings and celebrations for team building and office camaraderie.
• Under the direction of the Manager of Investment Operations, acts as liaison with insurance companies and claimants involving automobile accidents with academy-owned vehicles.
• In conjunction with the Manager of Investment Operations and the Sr. Manager of Buildings & Grounds, maintains accurate records of auto insurance items including auto accident / whole house incident documentation tracking, vehicle and mobile equipment lists, titles and vehicle and equipment bill of sales. Additionally, work with academy insurance companies to obtain and distribute vehicle insurance ID cards to the Sr. Manager of Buildings & Grounds.
• In conjunction with the Manager of Investment Operations, processes insurance invoices to Phillips Exeter Academy Accounts Payable Department.
• In conjunction with Legal Counsel and whole house budget managers, coordinates and maintains tracking and online records repository of vendor certificates of insurance per Phillips Exeter Academy guidelines.
• In conjunction with Legal Counsel, CFO and/or Director of Finance & Budget and whole house budget managers / contract managers, coordinates the contracts management review process and repository.
• In coordination with the Assistant Director of Financial Aide and the Endowment Fund Accountant, prepare student scholarship letters for graduating students, receive, organize and coordinate and track direct to college scholarship payments.
• Maintain calendar of CFO including scheduling and other arrangements including various CFO / Trustee calls and zoom scheduling.
• Assists with the scheduling of online meetings specific to Finance Department Trustee Meetings which includes working with volunteers / non-Phillips Exeter employees and in various time zones.
• Obtains current listings of trustees and trustee committees and Bylaws from the Executive Assistant to the Principal and maintains those files, along with department specific organizational charts and other finance files, as required.
• Obtains current finalized Corporate Trustee Resolutions from the Clerk to the Trustees and maintains / updates the finance files, as required.
• Responds to miscellaneous requests by Trustees, former Trustees, Principal Administration Team, and others.
• Collaborates with the CFO / Finance Office and implements objectives and processes in support of Finance department operations. 
• Coordinates CFO signature on various documents such as tax filings or investment agreements.
• Distributes and maintains annual documentation of conflict-of-interest documents for Administrators using UKG. 
• Prepares and collects materials as requested by auditors, including annual confirmation letters.
• C