Executive Assistant to the Vice President for Finance and Administration

Job Description

Job Description

Description:

The Executive Assistant provides high-level administrative and operational support to the Vice President for Finance and Administration (VPFA/CFO), who also serves as Chief Financial Officer and Treasurer. This position ensures the smooth, efficient operation of the Finance & Administration division, including Finance, Business Services, Accounting, Human Resources, Facilities, Information Technology, and Campus Police. The Executive Assistant exercises discretion, sound judgment, and professionalism in managing sensitive and confidential matters. The role requires excellent organization, communication, and interpersonal skills, along with a commitment to supporting the mission and values of a Catholic liberal arts university.

SCOPE

• Interacts regularly with University administrators, faculty, staff, students, trustees, vendors, and external partners.
• May coordinate and provide guidance to student assistants or temporary staff assigned to specific projects.

ACCOUNTABILITIES:

Administrative Support

Provides comprehensive administrative and clerical support to the Vice President and division offices, ensuring effective daily operations.

• Handles confidential and sensitive information with discretion and integrity.
• Manages the VPFA’s calendar, appointments, and travel; anticipates needs and resolves scheduling conflicts.
• Prepares, reviews, and edits correspondence, reports, presentations, and other documents.
• Processes invoices, purchase orders, and expense reimbursements in compliance with University policy.

Division Coordination

• Supports communication and coordination across departments within the Finance & Administration division.
• Serves as a central point of contact for the division, ensuring timely communication and follow-through on priorities.
• Facilitates collaboration among departments within the division.
• Tracks recurring processes and deadlines (e.g., policy reviews, contract renewals, budget milestones).
• Supports preparation of reports and presentations for the VPFA/CFO and senior leadership.

Project and Process Support

• Assists in tracking divisional projects, maintaining consistency in processes, and supporting continuous improvement.
• Tracks and documents divisional projects and follow-up items.
• Maintains templates, forms, and standard documentation for divisional use.
• Compiles and organizes data and reference materials for reports and presentations.
• Maintains and updates content on the division’s internal web portal, including forms, announcements, and process updates.
• Maintains and monitors a master schedule of divisional policy and process review cycles.

Office Management

Ensures that divisional offices operate efficiently and that administrative systems support divisional needs.

• Provides administrative assistance in tracking and monitoring divisional budgets.
• Coordinates meeting logistics, including room reservations, materials preparation, and technology setup.
• Maintains organized electronic and paper filing systems in accordance with University recordkeeping standards.
• Orders and tracks supplies, equipment, and service requests for Finance & Administration departments.

Other Responsibilities

• Performs other duties as assigned to support the efficiency and effectiveness of the Finance & Administration division and the University.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Sitting, standing, walking, and bending are required of this position. Use of a computer keyboard and computer screen for periods of time with close vision and the ability to adjust visual focus plus manual dexterity are required.

MENTAL DEMANDS:

The mental demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Examples of mental demands include reading (documents), detailed work, confidentiality, language, math, reasoning, oral communications, written communications, customer contact, multiple concurrent tasks, constant interruptions, and performing calculations when necessary.

About Assumption University:

St. John Paul II wrote: “Man’s creation by God ‘in his own image’ confers upon every human person an eminent dignity; it also postulates the fundamental equality of all human beings.” Assumption University recognizes the essential contribution of a diverse community of students, staff, and faculty and condemns all forms of harassment, discrimination, and disrespect.

As such, and in compliance with the requirements of federal law and/or the laws of the Commonwealth of Massachusetts, Assumption University prohibits discrimination on the basis of race, color, national origin, religion, disability, age, veteran status, marital status, gender, gender identity, sexual orientation, and pregnancy, as well as other legally protected status, in admission to, access to, treatment in, or employment in its programs and activities, except where such conditions may constitute bona fide qualifications for the programs or activities in question.

Requirements:

Education and Experience 

• Associate’s degree, Bachelor’s degree, or equivalent professional experience required.
• Minimum of three years of progressively responsible administrative experience, preferably supporting senior-level executives in higher education or a comparable professional setting.

Knowledge Skills and Abilities

• Exceptional organizational and time management skills with the ability to prioritize multiple projects and meet deadlines.
• Excellent written, verbal, and interpersonal communication skills with strong attention to detail.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with web content or intranet management preferred.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Must be willing to contribute actively to the mission of the University as well as show respect for the Catholic and Assumptionist identity of Assumption University