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Executive Assistant to the Vice President for Finance and Administration

Employer
Wheaton College of Massachusetts
Location
Norton, Massachusetts, United States
Salary
Salary Not Specified
Date posted
Jan 5, 2024

Job Details

Wheaton is a leading private, coeducational, liberal arts college of 1800 students located in Norton, MA and within easy commuting distance of Boston and Providence.

Posting Details

Posting Details

Posting Number:

0601067

Position Title:

Executive Assistant to the Vice President for Finance and Administration

FLSA:

Non-Exempt

Job Type:

Full-Time

Staff Term:

Staff Work Schedule (hours/dates):

Monday-Friday 8:30am-4:30pm

Academic Year Schedule (dates):

Faculty Term:

Position Type:

Staff

Department:

Finance

Job Summary/Basic Function:

The Executive Assistant (EA) will execute a variety of time-sensitive and complex responsibilities including routine interface with individuals and offices both on and off campus on administrative, substantive and confidential matters. Administrative responsibilities include the preparation of draft communications, daily correspondence, special messaging on the behalf of the Vice President for Finance and Administration ( VFPA ), strategically scheduling meetings, travel, proofreading documents, and conducting research for important projects. The Executive Assistant will have frequent reviews with the VPFA regarding priorities and appropriate action required to ensure all goals and support needs of the VPFA and F&A Division are met. The Executive Assistant is responsible for developing effective systems to manage the VPFA’s administrative needs. S/He will coordinate with other campus staff to assist or coordinate planning, preparation and timing of VPFA / VPFA Office assistance and engagement, helping to ensure the VPFA’s time is effectively prioritized to advance the priorities of the College. S/he must be able to communicate professionally and effectively on behalf of the VPFA and will manage relations with key constituents.

1. Office Support (60%)
  • Direct and manage the daily operations, functions and responsibilities of the VPFA’s Office including confidential correspondence, event management, and planning,
  • Proactively review and manage the calendar ensuring the practicality of the schedule for the VPFA, incorporating dedicated desk time and prioritizing meeting commitments based on regular conversations with the VPFA regarding priorities and respective timelines; ensure VPFA has materials for the meeting for advance preparation and to take to the meeting,
  • Preparation of draft communications, daily correspondence, and other messaging on behalf of the VFPA ; proofread documents and presentation materials; and make travel arrangements ( VPFA travel is infrequent),
  • Serves as a primary contact representing the Office of the VPFA to the Wheaton community and beyond,
  • Ensure that the VPFA is aware of key community events and related VPFA commitments, and community gathering/celebratory opportunities across campus. Draft and/or finalize related communications,
  • Maintain and ensure the confidential and accurate handling and filing/archiving of correspondence, contracts, evaluations, and other relevant records and files,
  • Management of the budgetary process for the office and support the VPFA with oversight of the F&A Division budgets including routine review of budget reports, variances and related information,
  • Works to provide logistical support for various committees, project teams and other group meetings/initiatives on behalf of the VPFA,
  • Coordinates events for the VPFA’s office; provides hospitality to special guests, including arranging travel and accommodations for guests,
  • Collaborate with other Executive Administrative Assistants on “best practices” to continually enhance administrative operations,
  • Conducts Finance & Administration Division webpage content review and management,
  • Support the management (hire, train, supervise, and evaluate) of student workers in the VPFA’s Office.
2. Board Meetings and Presentation Materials and Support (20%)
Work closely with the VPFA’s direct reports to support the VPFA and Finance and Administration leadership team in preparation for Board of Trustees ( BOT or Board), campus shared governance committees, President’s Council, all staff, all faculty, and other meetings. This includes development of presentation materials (e.g., PowerPoint slides) and reports, and ensure proactive preparation for related events and meetings including room and audio-visual setups. Manage and maintain related archives and supporting data/information digital and hardcopy files.
  • Support VPFA is fulfilling her/his responsibilities and preparation for all meetings, including Board of Trustees, campus committees, and other on- and off-campus meetings,
  • Develop, proofread and/or edit the VPFA’s PowerPoint presentations, reports, committee materials, and other documents,
  • Continuously explore opportunities and advance technical skills to help enhance the professionalization of all presentation materials/presentations,
  • Support VPFA’s liaison duties for various Board Committees (i.e., Finance and Facilities Committee, Audit Committee, Investment Committee). Coordinate the development, compilation, proofreading, editing and finalizing all Board materials for the VPFA, in partnership with the Controller, Director of Budget and Financial Planning ( DBFP ), Assistant Vice President for Facilities and Business Services and others:
    • Coordinate planning meetings for VPFA with Committee Chairs, Controller, DBFP and others as needed, including meeting logistics and communications with Committee Chairs/Members,
    • Manage the process for ensuring all agreed upon materials are prepared on schedule with ample time for VPFA review and approval,
    • Prepare BOT Committees agendas and corresponding list of materials to be developed and responsible person, deadlines, and deliverable details,
    • Follow up with responsible persons as needed to ensure timely completion, o Ensure version control for all materials,
    • Post materials to the BOT Portal.
3. Committees, Projects and Initiatives (10%)
  • Coordinates between offices on projects of importance to the F&A Division/ VPFA as requested by the VPFA,
  • Coordinates, attends and participates and/or takes minutes in meetings as requested by the VPFA,
  • Supports special projects for the VPFA, proactively researching and determining available resource requirements and utilizing appropriate technologies and methodologies to help support project completion.
4. Performs all other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role. (10%)

Minimum Qualifications:

Individuals must possess this knowledge, skills and/or abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
  • A minimum of four years’ experience as an assistant to a senior administrator in higher education, business, or agency settings or equivalent combination of education and experience.
  • Strong administrative, organizational, planning and analytical skills; high degree of accuracy, timeliness and attention to detail,
  • Advanced Microsoft PowerPoint and Word skills strongly preferred; proficiency in Excel and Google tools. Have experience and curiosity with technology and willingness to learn new systems,
  • Highly developed interpersonal skills with a professional yet accessible demeanor to represent the VPFA independently in person, on the phone, or in written communications,
  • Maintains a flexible and responsive attitude and approach to completing multiple tasks including timely processing of documents, presentations and spreadsheets,
  • Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy; ability to interact well with people of diverse backgrounds and at all levels of the College and the community,
  • Demonstrated skills in writing, proofreading, and communications; ability to interpret and communicate complex policies to others,
  • Ability to work independently with minimal supervision, manage priorities, work efficiently, handle multiple projects with tight deadlines, proven self-starter, strong problem-solving skills, and exercise good judgment in a dynamic environment,
  • Maintains cognizance of working within a diverse community and enhancing diversity and acts appropriately regarding diversity in dealing with others,
  • Experience with website maintenance.
  • Bachelor’s degree.
Preferred Qualifications:

Compensation and Benefits

To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The salary for this position will be commensurate with the qualifications, education and experience.

Physical Demands

Office environment/no specific or unusual physical or environmental demands.

ADA Statement:

Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement

Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Wheaton’s core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date:

01/05/2024

Closing Date:

Open Until Filled

Yes

Contact(s):

Office of Human Resources

Contact Phone/Extension:

508-286-8206

Contact Email:

careers@wheatoncollege.edu

Contact Fax

Special Instructions to Candidates:

The federal government and the state of Massachusetts have made the decision to end the COVID -19 public health emergency. Effective June 1, 2023, the college will no longer require COVID -19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider.

While we will no longer require COVID -19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID -19, as well as influenza and other diseases.

References
Supplemental Questions

Required fields are indicated with an asterisk (*).

Optional & Required Documents
Required Documents
  1. Cover Letter
  2. List of References
  3. Resume
Optional Documents

Company

Wheaton College of Massachusetts.

Founded in 1834 in Norton, Massachusetts, Wheaton College is among New England's premier private liberal arts and sciences colleges.

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