Executive Assistant to the CFO, Vice President and Treasurer (17)

Summary/Objective

The Executive Assistant provides high-level administrative support to the Vice President, Chief Financial Officer and Treasurer. This includes, but is not limited to, maintaining calendars, making travel arrangements, coordinating meetings, and preparing meeting agendas and materials. The Executive Assistant also serves as a liaison to the board of trustees and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. The Executive Assistant must be creative, forward thinking and enjoy working within an entrepreneurial environment. Managing sensitive matters with a high level of confidentiality and discretion is critical especially with regard to decisions directly impacting the department and AU community. The ideal individual will have the ability to exercise good judgment in a diversity of situations, as well as exhibiting strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Functions

1. Administration: The Executive Assistant provides administrative support to the Vice President, Chief Financial Officer and Treasurer (Vice President), including managing the calendar, managing schedule requests, and frequently in collaboration with other direct reports.
2. Projects and Operations: The Executive Assistant provides project management support. Responsible for the direct management and oversight of the day-to-day operations of the department, ensuring the office runs smoothly. This includes developing, managing, and filing systems across all platforms (email, computer files, hard copy). Directs special projects and programs as initiated by the Vice President – such as departmental events and work in coordination with other divisions to support university events as needed.
3. Budget and Finances: Directs and coordinates resource allocation for the departments operating budget, and business operations including vendor management, payroll, accounts payable, receivables management, contract administration, and shared administrative resource management. This includes preparing requisitions, purchase orders and processing the departments invoices. Serves as administrator for various university vendor accounts.
4. Human Resources/Personnel Management: Directs all personnel procedures including the position management, recruitment, employment, evaluation and salary administration of staff consistent with AU policies and procedures. With the Vice President, implements strategic personnel objectives.

Supervisory Responsibility

• This position supervises one full-time employee (Receptionist/Staff Assistant).

Work Environment

• May be required to travel on campus and within the DMV area.

Position Type/Expected Hours of Work

• Full Time
• Team Leader/Consultant B
• Exempt

Required Education and Experience

• Bachelor's degree or equivalent.
• 5-8 years of relevant experience.
• Must be extremely organized and have excellent written and oral communication skills.
• Able to work well under pressure, in project teams, multi-task and prioritize workload, handle difficult situations and interact with senior leadership as well as general constituency.
• A very high level of discretion is required from this position due to exposure and access to highly confidential and sensitive information
• Flexible hours as dictated by the needs of business for projects and meetings.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the Vice President, Chief Financial Officer and Treasurer and other senior executives by maintaining effective relationships with interested parties.
• Previous experience supporting an executive and/or managing an office
• Ability to think outside of the box with a sense of urgency.
• Experience with Microsoft Office suite

Additional Eligibility Qualifications

• Advanced Proficiency using Microsoft Office suite including Word, PowerPoint, and Excel to develop briefings, presentations and reports and conduct data analysis.
• Ability to provide high levels of customer service and exercise tact and diplomacy while interacting with university staff and faculty on sensitive matters.
• Proven ability to work cross functionally, influence others and problem solve.
• Experience with Colleague and BI a plus
• Must be willing to work non-standard hours (evenings and/or weekends) when needed.
• Hiring offers for this position are contingent on successful completion of a background check.
• To ensure the health and safety of our community AU requires COVID-19 vaccinations for faculty and staff. Click here to learn more about our health and safety directive.

Benefits

• AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, robust medical, dental and vision plans and opportunities for remote work environments.
  
  Click here to learn about American University's unique benefit options
  
  

Current American University Employees:

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Contact Us:

For more information or assistance with the American University careers site, email theworkline@american.edu .

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Nearest Major Market: Washington DC