Executive Assistant to Finance and VP of Administration

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The Executive Assistant to Finance & VP Administration (AFVP) provides the highest level administrative and secretarial support the Vice President of Finance & Chief Financial Officer and direct units the Vice President is responsible to oversee. The Executive Assistant must demonstrate independent judgement and sophisticated understanding of the Finance departments' responsibilities. The Executive Assistant should maintain a high level of confidentiality, discretion, and excellent interpersonal skills and will act as the initial point of contact for both internal and external constituencies on all matters pertaining to the Office of the Vice President of Finance.

• Provide comprehensive executive assistance by addressing administrative inquiries and resolving issues that do not require direct executive intervention. Including drafting correspondence, preparing reports, and performing clerical duties related to the department's financial and operational needs.
• Serve as a liaison between the VP&CFO and key stakeholders, including executive leadership, department heads, committee chairs, and staff, ensuring smooth communication and efficient workflow.
• Screen and prioritize incoming correspondence, emails, calls, and visitors, ensuring time-sensitive matters are promptly directed to the appropriate personnel's attention.
• Maintain an in-depth understanding of current financial and administrative issues impacting the organization and provide regular updates to the VP&CFO.
• Support the preparation, assembly, and submission of essential financial and accreditation reports, including the annual financial reports and compliance documentation.
• Manage the VP&CFO calendar, scheduling appointments, meetings, and travel arrangements (including lodging, transportation, and meeting room reservations), ensuring efficient use of time.
• Coordinate logistics for meetings and events, preparing meeting agendas, presentations, and distributing relevant documents in advance, while ensuring proper recording of minutes and attendance.
• Review and edit financial documents, reports, and presentations for accuracy, ensuring that all materials meet organizational standards of quality, completeness, and compliance.
• Organize, track, and maintain confidential financial records, ensuring that sensitive information is handled with the utmost care and in accordance with privacy regulations and organizational policies.
• Assist in managing budgetary processes by supporting the tracking of departmental expenditures, processing invoices, and monitoring financial transactions, under the guidance of the VP&CFO.
• Ensure timely follow-up on assigned tasks, monitor deadlines, and provide regular status updates to the VP&CFO regarding outstanding matters.
• Assist with special projects related to financial analysis, budgeting, and reporting, leveraging basic to intermediate knowledge of finance.
• Perform related duties as assigned.

Supervisory Responsibilities

None.

Requirements

• Education and/or progressively responsible experience equivalent to a Bachelor's degree in a related field.
• A team player who values collaboration, mutual support and team cohesion.
• Strong working knowledge of standard office software applications. ICOM is an Apple campus.
• Demonstrate ability to expertly navigate and retrieve information from web-based applications and tools.
• Demonstrate ability to assimilate information particular to academic settings, and preferably in a College of Osteopathic Medicine environment.
• Must possess excellent communication skills, written and oral with attention to detail.
• Must be able to multi-task in a fast-paced environment.
• Must possess outstanding customer service skills, compassionate, courteous, and helpful phone etiquette.
• Ability to maintain confidentiality of information and data.
• Demonstrate strong organizational and planning skills that reflect the ability to prioritize competing demands and complete action items efficiently with minimal supervision.
• Demonstrate ability to interact with individuals from different cultures and professional backgrounds, and exercise “people skills” verbally and written.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick, Holidays, Winter Break)
• Family Leave
• Short Term & Long Term Disability
• Tuition Reimbursement