Executive Assistant and Finance Operations Specialist

Job Description

Job Description

Occupational Summary

The Executive Assistant and Financial Services Specialist provides executive support to Beloit
College's 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 College's educational mission through careful administration,
responsive service, and sound stewardship of information and resources.

Characteristic Duties and Responsibilities

Executive Assistant

• Executive support and office operations
• Manage the vice president's 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.