Executive Administrative Assistant

Job Purpose Responsible for providing administrative and executive administrative support to the Vice President for Finance. Responsibilities Provides executive administrative support to the Vice President for Finance (VPF). Coordinates meetings with the VPF and a variety of campus and off-campus constituents and groups. Serves as coordinator for the VPF’s schedule for appointments, meetings and travel. Manages an extremely active calendar of appointments. Prepares in advance all materials the VPF needs for upcoming meetings, allowing time for review. Circultates meeting materials in advance to attendees and tracks follow‑up items. Provides administrative assistance to assigned Board of Trustees committees. Keeps the VPF informed of upcoming commitments and responsibilities, following up appropriately. Serves as record keeper for policies, procedures, decisions, motions, and actions made by the VPF. Manages the VPF’s email and voicemail by prioritizing, escalating, drafting responses as needed, and ensuring all correspondence is appropriately and timely responded to. Organizes projects the VPF is leading, including emails, standing meetings, meeting agendas, meeting minutes, planning documents, and follow‑up items. When necessary, drafts initial responses for the VPF’s review and may be primarily responsible for distributing the message/response. Screen and direct calls coming into the VPF. Under the guidance of the VPF, ensures that vacant University properties are placed with a management company for rental. Responsible for all mail in and out of the VPF’s Office. Prepares monthly expense analysis reports and monitors expenditures under the current budget for the Finance unit. Performs routine duties such as receptionist tasks, processes mail, filing, orders supplies, and maintains office equipment in good working condition. Works with the Marketing and Communication Unit to maintain the webpage for the VPF and the VPF’s unit. Serves as liaison with faculty, staff, students, alumni, trustees and friends of the University. Timely notifies the VPF of issues or concerns that arise, using sound judgement to suggest solutions and/or opportunities. Performs other related duties as assigned by the VPF. Experience & Skills Ability to communicate effectively and understand, comprehend, and follow directions. Good teamwork skills. Equipment and program knowledge including computers, calculators, Konica Copiers and Scanners, Telephones, Ellucian Colleague, and Google Suite (Google Documents, Sheets, Sites, Calendar, Forms). Microsoft Suite (Excel, Word, PowerPoint). Minimum Experience and Qualifications Minimum of 5 years progressively responsible administrative experience. Above‑average knowledge of office procedures and administrative skills. Proficient with Google Office Suite apps and Microsoft Office Suite. Excellent organizational skills. Excellent typing skills. Self‑starter able to handle multiple priorities with close attention to detail and accuracy. Courteous, people‑oriented, with excellent interpersonal skills. Demonstrated ability to deploy high‑level judgement, discretion, and hold confidentiality. Tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders, including excellent written and oral communication skills. Notary Public or ability to become a Notary Public within three months of hire. Excellent English‑language oral and reading/writing skills for effective communication. Good mathematical skills necessary for preparation of statistical reports (budgets, etc.) and other assigned projects. Minimum Education High school diploma and five-plus years of similar experience are required. Post‑high school education, preferably in business or an administrative related field, and computer skills training, or extensive years of experience in a higher‑education professional office setting are preferred. Schedule 8:30 a.m. – 5:00 p.m. (7.5 hours/day) with some evenings and weekends required to meet the needs of the VP and department. Benefits Generous paid vacation, personal days, paid sick time and family leave. Comprehensive insurance (medical, dental, vision, etc.) and retirement plans. Flexible spending account. Tuition remission. Life and long‑term disability insurance. Other benefits available. Physical Demands Prolonged standing, sitting, and wrist movement. Ability to lift 10 lbs. Equal Opportunity Employment The University of Lynchburg is an equal‑opportunity employer. #J-18808-Ljbffr