Executive Assistant to the Chief Financial Officer

What the role needs

• Provide direct administrative support to the CFO, FPA director, and staff, including calendar management, appointment scheduling, and meeting planning and coordination.
• Coordinate meetings with university leadership, academic and administrative departments, faculty, staff, external partners, and other stakeholders.
• Prepare, edit, format, and proofread correspondence, reports, presentations, spreadsheets, memoranda, and other executive-level documents.
• Provide administrative coordination for financial planning, budgeting, forecasting, financial reporting, and fiscal-year planning activities.
• Maintain organized electronic and physical files, financial documentation, correspondence, and records in accordance with university policies and applicable records-retention requirements.
• Monitor incoming communications, identify matters requiring leadership attention, and respond to routine inquiries or route requests to the appropriate individual or department.
• Coordinate travel arrangements, registrations, expense reimbursements, purchasing requests, and related documentation in accordance with university procedures.
• Assist with administrative processes related to purchase requisitions, invoices, contracts, approvals, and other financial transactions, as assigned.
• Work closely with System Office staff to ensure compliance with Board rules and help facilitate time-sensitive submissions to committees as requested.
• Support the preparation and coordination of financial presentations, budget reports, executive briefings, committee materials, and other documents used in leadership decision-making discussions.
• Perform other related duties consistent with the scope and level of the position.
• Bachelor's degree or an equivalent combination of education and years of experience.

From the employer

Purpose of the Position: The Executive Assistant in the Office of Financial Affairs plays a crucial role as an operational partner to the CFO and the Director of Financial Planning & Analysis. This position supports the daily operations of our busy and high-profile finance offices. The role includes a significant blend of high-level administrative support and budget management tasks, such as preparing and monitoring budget requests, reconciling expenses, and assisting with financial reporting. Duties / Responsibilities: • Provide direct administrative support to the CFO, FPA director, and staff, including calendar management, appointment scheduling, and meeting planning and coordination. • Coordinate meetings with university leadership, academic and administrative departments, faculty, staff, external partners, and other stakeholders. • Prepare, edit, format, and proofread correspondence, reports, presentations, spreadsheets, memoranda, and other executive-level documents. • Provide administrative coordination for financial planning, budgeting, forecasting, financial reporting, and fiscal-year planning activities. • Maintain organized electronic and physical files, financial documentation, correspondence, and records in accordance with university policies and applicable records-retention requirements. • Monitor incoming communications, identify matters requiring leadership attention, and respond to routine inquiries or route requests to the appropriate individual or department. • Coordinate travel arrangements, registrations, expense reimbursements, purchasing requests, and related documentation in accordance with university procedures. • Assist with administrative processes related to purchase requisitions, invoices, contracts, approvals, and other financial transactions, as assigned. • Work closely with System Office staff to ensure compliance with Board rules and help facilitate time-sensitive submissions to committees as requested. • Support the preparation and coordination of financial presentations, budget reports, executive briefings, committee materials, and other documents used in leadership decision-making discussions. • Collaborate effectively with internal and external customers while assisting with special projects, administrative process improvements, and other initiatives that support the effectiveness of the finance and financial planning functions. • Perform other related duties consistent with the scope and level of the position. Minimum Requirements: • Bachelor's degree or an equivalent combination of education and years of experience. • Minimum of 5 years of full-time, verifiable professional work experience (which should include providing high-level administrative support to senior or executive management). • Must have budgeting experience or financial operations experience, such as preparing or tracking budgets, reconciling expenses, processing requisitions, or a working knowledge of and participation in financial reporting cycles. • Must be proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), calendaring software, and digital file management; advanced Excel proficiency required (pivot tables, XLOOKUP, financial formulas). • Demonstrated experience using AI productivity tools (e.g., Microsoft Copilot, ChatGPT, or similar) in a professional work environment. • Excellent verbal and written communication skills. • Proven ability to manage multiple tasks, track deadlines, and support complex scheduling needs. • Self-starter with a willingness to take ownership of assignments and follow through with minimal supervision. • Please include a cover letter with the resume file (upload one file for both). Desired Qualifications: • Higher education experience is preferred. • Experience supporting multiple executives or administrators simultaneously is desired. • Ability to create polished slide decks, formatted documents, and basic visual aids for meetings is preferred. • Experience with budget reporting, variance analysis, and financial data organization is preferred. • Familiarity with Oracle Cloud ERP or similar enterprise financial systems is desired. • Demonstrated ability to remain flexible in a fast-paced or evolving environment is preferred. Published Salary (if available): $70,000 to $79,168