Executive Assistant to the Vice President for Finance and Administration

Job Description Summary

Haverford College invites applications for our full-time (at least 37.5 hours per week), exempt, benefits-eligible Executive Assistant to the Vice President for Finance and Administration opportunity.

Job Description

Work Location : This position may be eligible for a hybrid work schedule, dependent upon the Vice President for Finance and Administration’s schedule, and is pursuant to the College’s Work Location Policy.

About the Position

The Executive Assistant to the Vice President for Finance and Administration reports directly to, and has a one-on-one working relationship with, the Vice President for Finance and Administration (VPFA).

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the VPFA office, and also as a liaison to the VPFA’s direct reports.

The Executive Assistant organizes and coordinates executive outreach and external relations efforts, and oversees special projects.

Working in an entrepreneurial environment that is mission-driven, results-driven, and community oriented, the Executive Assistant works with minimal supervision, is creative, and has the ability to anticipate the immediate needs of the VPFA.

The Executive Assistant should exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times and to handle a wide variety of activities and confidential matters with discretion.

As such, the Executive Assistant will knowingly maintain strict confidentiality on any number of sensitive topics.

Primary Responsibilities

Administrative Responsibilities :

• Communicate directly, and on behalf of the VPFA, with Board members, senior staff and their direct reports, and others on matters related to the VPFA’s programmatic issues
• Research, prioritize, and follow up on incoming issues and concerns addressed to the VPFA, including those of a sensitive or confidential nature, and determine appropriate course of action, referral, or drafting of responses
• Liaise in building relationships crucial to the success of the organization and the role of the VPFA
• Provide a bridge for clear and effective communication between the VPFA’s office and internal departments to maintain credibility, trust, and support with senior management staff
• Working closely and effectively with the VPFA, keep the VPFA well informed of upcoming commitments, responsibilities, and key issues taking place in the environment;

and follow up appropriately

• Manage a variety of special projects for the VPFA, following through to successful completion, often with deadline pressures
• Serve as the VPFA’s liaison with Board Committees (Audit, Property, and Finance) by providing administrative support for meetings, including gathering and creating agenda, PowerPoint presentations, graphical representation of financial data, and other supporting documentation
• Complete a broad variety of administrative tasks for the VPFA including completing expense reports, and composing and preparing correspondence that is sometimes confidential
• Plan and coordinate the VPFA’s extremely active calendar of appointments and ensure the schedule is followed and respected;

provide gatekeeper and gateway role, creating win-win situations for direct access to the VPFA’s time and office

• Serve as an institutional public notary
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the VPFA’s ability to effectively lead
• Draft various modes of communications, and edit internal and external documents for the VPFA
• Prioritize conflicting needs, and handle matters expeditiously and proactively
• Attend Administrative Advisory Committee meetings and record the Minutes
• Attend and provide administrative support for the Working Group on Benefits, the Administrative and Financial Staff meetings, and the College Space Executive Planning Committee
• Research, compile, and submit data for Bond Filing submission via DAC Bond and EMMA filings

Legal Administrative Responsibilities :

• Assist the Director of Risk Management, Compliance, and Legal Affairs by conducting various types of research related to laws, legal articles, and other information relevant to a case
• Under direction, work closely with the College’s legal counsel on a variety of issues
• Occasionally meet with attorneys and other professionals to discuss College cases or projects
• Assist with drafting legal documents according to judicial procedures
• Prepare, organize, store, and retrieve case files, which may include evidence, exhibits, depositions, pleadings, exhibits, and other items
• Develop and maintain records regarding billable hours spent on specific cases
• Perform other related duties as assigned

Line of Report : The Executive Assistant to the Vice President for Finance and Administration reports to the Vice President for Finance and Administration.

This position does not have any direct reports.

Minimum Qualifications

• Bachelor’s degree
• 5 years of experience providing support to an executive or leadership position

Professional Competencies

• Exceptional organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with attention to detail, accuracy, and completeness
• Superior interpersonal skills and the ability to build relationships with board members, senior staff, and external contacts
• Effective written and verbal communication skills
• Demonstrated ability to write, edit, and proofread various modes of correspondence and internal and external content, with a diligent eye for detail, language, flow, and grammar Demonstrative proactive approaches to problem-spotting and problem-solving with strong decision-making capability
• Emotional maturity
• Resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Creative, forward-looking thinker, who actively seeks opportunities and proposes solutions
• Superior presentation capabilities to represent data in graphic and tabular formats
• Ability to complete public notary certification
• Proficiency in Microsoft Office (Word, Excel and Power Point), Adobe Acrobat and Social Media web platforms, Box, and Google Suite

Preferred Qualifications

• 5 years of experience providing support to an executive or leadership position in a non-profit organization
• Experience in paralegal affairs
• Proficiency in GIS
• Workday knowledge

We are aware that some people are less likely to apply for jobs unless they meet every qualification in the job description including the preferred qualifications.

We are most interested in finding the best candidate for the job, and recognize that a successful candidate may come from a less traditional career trajectory, such as having skills and abilities gained outside a classroom context, or an equivalent skill set.

We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.

Haverford College is an Equal Opportunity / Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status.

Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and / or underrepresented identities are especially encouraged to apply.

Haverford College and our consortial partners are located on Lenape lands.