Executive Secretary – Office of Vice President for Finance and Administration
Under the supervision of the Vice President for Finance and Administration, the person in this position provides administrative and clerical support to the Vice President for Finance and Administration, the Executive Director of Finance, and the Controller; s/he is also the front line receptionist for the Finance/Business Office and is a key contact for the rest of the University and community. While supporting the Vice President is the first priority for this position, the Finance & Administration division and the Finance/Business Office are team-based environments where all members work together collaboratively. Therefore, it is just as important to be a contributing and respected member of these teams as it is to attend to the Vice President’s needs. In addition to assisting other members of the Finance/Business Office on an ad hoc basis, the Executive Secretary will assume primary responsibility for completing certain Finance/Business Office tasks that have been agreed to in collaboration with the Vice President. The Executive Secretary must work independently and collaboratively within a deadline-sensitive environment, exhibiting initiative, excellent judgment, extreme confidentiality, professionalism, explicit trust, and the ability to multi-task.
Assists in maintaining a highly professional office setting and serves as the first point of contact for both campus members and guests
Reads and screens emails and other communications for the Vice President. Depending on the particulars of each message, may either: respond/handle without the Vice President’s involvement, triage to a more appropriate party than the Vice President for response/handling, draft a response for review by the Vice President, or flag for the Vice President to respond directly.
Performs detailed record keeping and maintains office filing systems (both paper and electronic, with a preference for electronic whenever possible); this includes, but is not limited to, all Board of Trustee materials, board and university committees, investment managers, audited financial statements, subject matter files, letter books, Form 990’s, and General Equity in Athletics reports
Manages the vice president’s calendar, including initiating, responding to, and scheduling meeting requests; prepares meeting materials, attends meetings, as requested, and serves as scribe for note keeping; may be asked to attend meetings on behalf of the VP and represent the best interests of the Finance & Administration division.
Maintains the office staff calendar with who is on and off campus daily.
Coordinates travel arrangements for the vice president, executive director, and controller, including transportation, lodging, and on-site arrangements as necessary
Answers, screens, and places telephone calls on behalf of the vice president, exercising good judgment and confidentiality
Initiates, types, prepares, and/or proofreads correspondence, reports, and memos for the vice president’s signature
Tracks progress of projects, assignments, and reports within the Finance & Administration divisional structure
Orders office supplies for all Finance/Business Office staff and maintains constant supply
Assists with coordinating trustee committee meetings, including preparing materials for the vice president, communicating with faculty and student representatives, and taking notes/preparing minutes at meetings as appropriate
Coordinates and oversee correspondence to the Board of Trustees, especially as related to the committees for which the VP is liaison – Audit, Budget & Finance, Compensation, Investment, University Properties, Laurentian Properties, and IT Advisory.
Assists the Vice President in developing presentation materials.
Takes on additional responsibilities as needed and assigned by the vice president, executive director, and controller
High school diploma (or equivalent) and at least five years of professional experience in an office-based position which requires customer service, organization skills, multi-tasking, significant use of technology, and critical thinking.
More important than the credentials required for this position, though, are the aptitudes and attitudinal qualities which will lead to success. The ideal candidate will have the following qualities:
Well-developed interpersonal skills which enable the candidate to successfully engage with a wide variety of different individuals (students, trustees, members of senior staff, the other staff in the finance/business office, etc.)
Excellent work ethic and a willingness to take ownership for processes, products and outcomes.
Excellent organizational skills and attention to detail.
An orientation toward continuous improvement of the university, the division, work processes, and self.
Strong written and verbal communication skills.
Strong computer skills (with emphasis on Word, Excel, Powerpoint, and Outlook) with a desire to continuously learn new skills and advance the use of technology.
The ability to maintain strict confidentiality.
The ability to be professionally candid with the Vice President and other members of the leadership team, even when disagreeing with them or sharing information which is decidedly inconvenient.
Honesty and integrity.
Ability to represent the finance and administration division with competence and professionalism.
Initiative to think ahead and anticipate tasks, issues, and questions; does not wait to be asked to provide support; is able to prioritize tasks.
Bachelor’s degree or beyond with a minimum of five years full time (or equivalent) in a position that is similar to the Executive Secretary job.
Poise and emotional maturity, which permit the individual to work in a sometimes stressful environment without having that stress affect job performance or interactions.
The confidence to serve as key member of the finance and administration leadership team, combined with the humility to pitch in and help all members of the team whenever it is needed.
Status (FT, PT, Seasonal, Temp)
Full-time (12 months)
Desired Start Date
Open Date (to accept applications)
Close Date (date applications will not be considered)
Special Instructions to Applicant
Please complete the on-line application form and provide a minimum of three professional references with names and phone numbers. Upload a resume and cover letter in the “Applicant Documents” section of the application.
All offers of employment are contingent upon successful completion of a background check (including criminal record)
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