Executive Assistant, Chief Financial Officer/VP, Finance and Administrative Services

Description:

Carlow University invites applications for the position of an Executive Assistant to support the division of Finance and Administrative Services.  This position reports to the Chief Financial Officer and Vice President for Finance and Administrative Services and will provide administrative support to ensure effective management and operations of the office.

The position requires professional administrative skills, strong interpersonal communications, customer service orientation, and the ability to collaborate with all University personnel.  The Executive Assistant must be able to establish priorities, make good decisions and problem solve in a timely manner.  Excellent organizational skills, high attention to detail, the ability to work with a diverse population, and the initiative for self-directed accomplishment are essential.

The Executive Assistant must have the ability to manage and prioritize multiple responsibilities, work well under pressure in a high volume, fast paced, goal orientated atmosphere, both independently and as part of a unified team, handle highly confidential information in a discrete and professional manner, and build and maintain effective working relationships with staff, faculty, students, alumni, and executives at all levels, internally and externally.

 Essential Functions:

The Executive Assistant is the lead administrative support position within Finance and Administrative Services with primary responsibility for a wide variety of complex processes which generally include responding to a high volume of requests that require the Chief Financial Officer attention, and the handling of complex financial recordkeeping and reporting.  These high level responsibilities are completed independently with limited supervision and result from Finance and Administrative Services activities (the nature of the work, activities, and events associated with the discipline, multiple active accounts, internal departmental accounting requirements, etc.)  The activities are well-established, ongoing, and unlikely to change due to changes in personnel at the department head or administrative support level.

Responsibilities

  • Increase efficiency and effectiveness of general office procedures and processes.
  • Oversee and manage all aspects of the Chief Financial Officer's daily meetings and complex calendar.  Interact with internal and external executives and assistants to coordinate meetings.
  • Coordinate scheduling between the Chief Financial Officer, the President and Cabinet Members and her/his direct reports to ensure timely resolutions of critical issues.
  • Arrange all travel and itinerary planning for the Chief Financial Officer.
  • Organize, coordinate, and plan high-level meetings, Board of Trustee Committee meetings; prepare develop and distribute committee materials, including agenda's minute, exhibits, presentations and reports.
  • Screen, prioritize and coordinate communications for the Chief Financial Officer's signature.  Compose, edit and prepare correspondence, reports, memos and presentations using Microsoft Office software (Word, Excel, PowerPoint and Access Database).
  • Track multiple contracts and expenses of Finance and Administrative Services; prepare check request, contracts and purchase orders.
  • Screen and direct inquiries and calls, and provide required information; analyze problems and resolve issues as necessary, greet visitors and attend to their needs.
  • Interface and communicate with all departments and internal constituencies, as well as with external contacts (suppliers, financial institutions, government).
  • Screen and direct inquiries and calls, and provide required information; analyze problems and resolve issues as necessary, greet visitors and attend to their needs.
  • Review and distribute incoming mail; reroute mail, as appropriate, to request/initiate action and ensure results.
  • Assess the degree of confidentiality of all information received or requested and respond accordingly, including direct and frequent interactions with the Office of the President.
  • Serve as back-up administrative assistant to other University Officers as needed and as available.
  • Demonstrate and reflect and understanding of and commitment to the mission and core values of Carlow University and the Sisters of Mercy.

Requirements/Qualifications:

Education/Experience:  Five-ten years of administrative support to senior executive level managers, bachelor's degree preferred.  Proficiency in MS Office applications, including Word, Excel, PowerPoint, and Outlook.  Experience in maintaining, monitoring, and reconciling financials records and accounts.

Administrative support positions are primarily sedentary; however, some positions may require walking and/or standing for extended period of time.  Administrative support positions require extensive keyboarding.   Administrative support positions occasionally require the ability to lift and carry materials and equipment weighing up to 25 pounds, to reach heights up to 8 feet by climbing ladders or stools, and to bend or kneel to reach materials or equipment stored on lower shelves or in lower cabinet/desk drawers.

Skills: 

  • Computer Literacy
    • Proficiency Microsoft Office, especially Word, Excel, Outlook, PowerPoint and Adobe Professional is required.
    • Communication Skills
    • Professional demeanor (face to face, telephone, email); ability to communicate with diverse populations; ability to remain calm under pressure or when dealing with challenging situations
    • Proven ability to maintain strict confidentiality and handle sensitive matters using discretion, diplomacy and good judgment
    • Outstanding written and spoken English language skills
    • Ability to edit/proof documents before distribution
    • Ability to efficiently operate telephone, e-mail and related systems
  • Critical Thinking
    • Ability to analyze situations, propose solutions to problems, anticipate needs, and use good judgment
    • Recognize and respond to emergent situations as necessary
    • Excellent organization skills
    • Proven analytical and problem solving skills and willingness to take the initiative to address issues and solve problems as they arise.

Other

  • Ability to set priorities and implement projects and day-to-day work in a fast-paced environment
  • Ability to follow through on projects from beginning to completion
  • Ability to work on multiple complex projects simultaneously
  • Understand the need for flexible working hours which extend past the normal 5:00 p.m. timeframe.
  • Ability to adapt to change with little notice
  • Understand and adhere to business ethics
  • Ability to work collaboratively with all departments

Carlow University employees commit themselves to the highest standards of ethical conduct.  They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.

Send cover letter and resume to HR21@carlow.edu

Carlow University is an Equal Opportunity/Affirmative Action Employer.  We strive for a campus that reflects our urban setting and is inclusive of underrepresented groups to enhance our University community.

Full/Part/FT&PT: Full-time - exempt
Department: Finance and Administrative Services
Contact Name/Title: Search Committee
Contact Address: Carlow University 3333 Fifth Avenue Pittsburgh, PA 15213
Contact Phone: HR21@carlow.edu
Contact Email Address: