Executive Assistant and Finance Operations Specialist

Occupational Summary:
The Executive Assistant and Financial Services Specialist provides executive support to Beloit Colleges Vice President for Finance Treasurer and Chief Financial Officer and coordinates the daily operations of the Financial Services office. The position maintains organized processes and records for contracts institutional risk management and insurance; tracks deadlines and follow-up; and helps campus colleagues obtain timely guidance from the appropriate decision makers. The role supports the
Colleges educational mission through careful administration responsive service and sound stewardship of information and resources.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential Responsibilities
All duties oversight compliance reporting and systems responsibilities in this description apply only as they relate to the assigned areas of responsibility established by the Vice President for Finance Treasurer and Chief Financial Officer and within delegated authority.
Executive support and office operations
Manage the vice presidents calendar meeting preparation correspondence travel and follow-up on priorities and commitments.
Coordinate Financial Services office workflows shared records supplies invoices and service requests; serve as a professional point of contact for campus and external inquiries.
Prepare agendas briefing materials presentations and confidential documents for leadership and Board of Trustees committee meetings; maintain action logs and distribute materials according to established protocols.

Support budget preparation and routine office expense monitoring including purchase and payment documentation within delegated authority.
Contract coordination
Maintain a centralized contract inventory with owners effective dates renewal and notice deadlines insurance requirements and approval status.
Route proposed agreements for review by the responsible department Financial Services legal counsel and authorized signatories under College policy.
Track execution amendments renewals and document retention; alert owners well before action dates and help resolve missing information.
Provide administrative coordination for significant leases vendors and capital agreements without independently providing legal advice or approving terms.
Risk management and insurance administration
Maintain risk registers incident and claims records policy files and follow-up schedules in coordination with responsible campus offices.

Coordinate annual insurance renewal data requests certificates of insurance broker communications premium documentation and claims submissions.
Track required risk assessments training and corrective actions; prepare summaries and escalate overdue or material issues to the vice president.
Help departments understand established procedures for reporting incidents requesting coverage information and submitting contracts for review.
Collaboration and confidentiality
Work with faculty staff trustees brokers counsel auditors and vendors with accuracy discretion and a service-oriented approach.
Handle sensitive financial personnel contractual and claims information in accordance with College policies and applicable requirements.
Recommend process improvements maintain written procedures and ensure continuity of recurring office responsibilities.
Credentials and Experience:
Required Qualifications
Associate degree or equivalent combination of education and relevant experience; progressively responsible executive support or administrative operations experience.
Strong organizational skills and ability to manage competing deadlines detailed records and confidential information.
Clear written and verbal communication sound judgment and proficiency with common office spreadsheet document and collaboration tools.
Ability to work independently within established authority and collaborate across departments.
Preferred Qualifications
Bachelors degree and experience in higher education nonprofit finance legal operations procurement insurance or risk management.
Experience maintaining contract databases coordinating insurance renewals or claims and supporting executive or board meetings.
Key Competencies
Financial stewardship accountability analytical judgment collaboration leadership within assigned responsibilities and continuous improvement.
Working Relationships and Accountability
The Executive Assistant and Financial Services Specialist reports to the Vice President for Finance Treasurer and Chief Financial Officer and works closely with colleagues in Financial Services Advancement academic and administrative departments and external auditors as assigned.
The position may also work with Admissions and Enrollment Budget Managers Cardholders Compliance Staff Contract Owners Faculty Families Financial Aid Registrar Relevant Service Providers Sponsors Student Life Students and technology Partners and Vendors for assigned responsibilities. This full-time position is based in Beloit Wisconsin in a standard office environment. Occasional extended hours may be required during close audits and system implementations consistent with non-exempt scheduling and pay requirements.
This description states the general nature and level of work; other related duties may be assigned within the positions assigned areas of responsibility. Beloit College is an equal opportunity employer.
Knowledge Skills and Abilities :
Skill in confidential executive support calendar management meeting coordination document preparation and office administration.
Working knowledge of contract tracking insurance documentation risk registers records retention and administrative approval workflows.

Ability to maintain accurate inventories track renewal and notice dates and organize follow-up across multiple offices.
Ability to prepare clear correspondence agendas briefing materials and action logs using office and collaboration systems.
Sound judgment in prioritizing requests protecting sensitive information and recognizing issues requiring executive or specialist review.

The intent of this job description is to provide the general nature and level of work required of employees who are assigned to this classification and shall not be constructed as an all-inclusive list of duties and responsibilities. Employees may be instructed to perform job-related duties and responsibilities other than those specifically presented in this description.

Required Experience:

IC