Executive Assistant for Finance and Administration

Position Summary

The Executive Assistant will provide a broad range of executive and advanced administrative support, including special projects and initiatives, to the Vice President for Finance & Administration.

Requires excellent communication and interpersonal skills, high levels of organization and attention to detail, the ability to work independently with minimal supervision, and the ability to manage and prioritize multiple tasks and competing deadlines.

Essential Duties and Responsibilities Essential Duties and Responsibilities

Manage calendar and schedule internal and external meetings for the Vice President.

Arrange travel plans / itineraries, catering, and meeting setups, as required.

Manage incoming correspondence. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Assist in monitoring and maintaining Finance & Administration division budgets and other University budgets as directed, reallocating budget funds and transferring expenses as required.

Initiate and manage purchase processes for all budgets maintained by Finance & Administration division.

Compose and / or edit correspondence, printed materials, and PowerPoint presentations.

Maintain the division website.

Maintain working knowledge of University and Finance & Administration policies and procedures.

Provide administrative support to the Board of Trustees Finance & Audit Committee and Investment Sub-Committee.

Initiate / facilitate set-ups with all University departments for Finance & Administration new hires.

Attend meetings to record minutes as requested.

Assists with planning, coordinating, and evaluation of short and long-term goals.

Assists the Vice President with the preparation of various reports.

Prepare invoices, reports, memos, letters, and other documents.

Assist in managing the division’s records retention program.

Performs general office duties, such as ordering supplies and maintaining records management schedules.

Other duties and special projects as assigned by the Vice President for Finance & Administration.

Education, Certifications and / or Licenses Education Bachelor’s degree in accounting or business from an accredited college or university is highly preferred Experience Experience Minimum of three years’ experience providing multi-level administrative support to an executive or C-level officer.

Knowledge, Skills & Abilities Knowledge, Skills & Abilities High proficiency with Zoom, MS Office Suite, specifically Outlook, Teams, Word, Excel, PowerPoint, OneNote and Adobe.

Accounting and budget analysis skills.

Excellent oral and written communication skills, including proofreading and editing skills.

Strong interpersonal skills; must be able to work with individuals at all levels both internally and externally.

Must maintain high degree of confidentiality.

Strong organizational and time management skills.

Must be flexible and able to work under tight deadlines.

Strong attention to detail.

Strong problem-solving skills.

Demonstrated experience handling sensitive and confidential information.

Proven ability to manage multiple tasks, projects and changing priorities.

Strong dependability reliable, responsible, and dependable, and fulfilling obligations.

Ability to work independently with little or no supervision.

Strong initiative willing to take on responsibilities and challenges.

Emotional maturity and adaptability.

Posting Detail Information Posting Number 2016AS970P Posting Open Date 08 / 12 / 2024 Open Until Filled Yes Posting Close Date

Benefits

Here at Texas Wesleyan University, we offer a comprehensive health and retirement plan. Below are highlights of the main features of the Texas Wesleyan University Employee Benefits Program : Paid Break Days Paid Bereavement Paid Holidays Tuition WaiverPaid Jury Duty Reserved ParkingSick Leave VacationGym, Library and other facilities usageLactation Room