Executive Assistant for Administration, Business and Finance Divisions

This position is responsible for providing office management support to the Administration, Business and Finance Departments, Board Committee communication in support of Edgewood College’s governance guiding principles and project support. The individual exercises considerable independent judgement, possesses strong written and verbal communication skills, administrative and detailed oriented, organizational and time management skills and handles highly confidential matters on a continuous basis. The individual should be able to work independently and have discretion with handling confidential information.

Office Management

Administrative Support

• Provides administrative support to the vice presidents along with supporting the Human Resources and Business and Finance, but not limited to, planning, organizing, scheduling appointments and events; managing calendars; answering phone inquiries; managing requests; organizing, maintaining, and purging records and files; transcribing and proofing documents; ordering supplies.
• Maintains a welcoming and professional environment in Administration and Business and Finance suite. Greets visitors, takes initiative to assist students, parents, College community, and other constituencies on routine questions or concerns.
• Collaborate with College’s consultants and VP to ensure endowment investment transactions are coordinated and processed with agencies and banks.
• Process monthly credit card reconciliations for the vice presidents and other staff as necessary
  

HR Coordination

• Administer changes in the Employee Handbook, financial shared documents and update SharePoint accordingly
• Administer online Title IX, Exit Surveys and HR related trainings
• Collect and ensure accuracy of employment paperwork
• Work with HR team to coordinate new hire orientation and employee recognition programs.
• Assist with recruiting and hiring processes
• Coordinate motor vehicle verifications and assist with fleet vehicle management
• Proactively work with other College departments as needed to complete special projects which have an organization and strategic impact
• Updating organizational charts accordingly

Business and Collaborative Practices

• Contribute to and coordinate with key stakeholders for the creation of supporting agendas, meeting materials, and follow-up actions;
• Actively observe college procedures. Conduct internal & external independent exploration to determine best practices and propose recommendations for action as appropriate based on research results;
• Receptive to feedback pertaining to all departments of the Administration, Business and Finance Division practices to promote continuous process improvements;
  

Board Committee Support:

• Assists the VP of Financial Affairs/CFO in nurturing Board of Trustees and Committee relationships through efficient and timely coordination of verbal and electronic communication flow;
• Solicit presentation materials, prep materials and ensure content and quality of presentation materials from internal and external guests is in support of Committee review efforts;
• Respond to individual Committee member requests for information and general assistance;
  

Project Support for Business and Finance Division Departments:

• Assist in the evaluation of need and development and writing of published policies, guidelines, procedures, and presentation materials for posting on respective department, committee and collaboration websites and MicroSoft Teams sites;
• Manage tracking tools to ensure project schedules and activities are completed as planned for targeted results;
• Confirm validity and appropriate storage of confidential document files;
• Coordinate scheduling of annual audit including confirmation of preliminary and final field work.  Secure onsite rooms for auditors along with requesting parking passes.
• Manage tracking tools to ensure service contractors have up to date certificate of insurance on file. 
• Coordinate with College departments to solicit and collect required documents on an annual basis.
• Research inquires and provide referral to appropriate resources for results-based guidance or actions;
• Develop best practices templates through continuous evaluation to transition and create efficiencies for governance, policies, contract and general correspondence while practicing leading industry standards for intellectual property storage, maintenance and retrieval;
• Research, establish and maintain legal business presence in other states as necessary , including but not limited to registering as “doing business”, tax withholding, unemployment, charitable organizations, sales tax and new hire reporting.
  

Community Participation and Involvement 

• Proactively nurture vendor, consultant, and external customer relationships to ensure these relationships are productive and cost effective for the College;
• Participate on College committees and task force teams as appropriate.
  

Other duties as assigned 

• Bachelor’s degree from an accredited college or university or an Associate’s degree combined with three years of providing support for management.

• Meticulous grammar, editing and writing, presentation and communication skills with experience interfacing with all levels of management;
• Excellent organizational, time management and analytical skills required with the ability to manage multiple projects;
• Maintain confidentially and use good judgement in making independent decisions with a high degree of tact and diplomacy;
• Ability to analytically and strategically think through processes and apply strategy-based methodologies to projects for management, division, department, and committee needs;
• Make appropriate procedural recommendations and initiate appropriate actions;
• Prepare and maintain record and reports in efficient and retrievable electronic office environment;
• Ability to efficiently collaborate with faculty, staff, student, and all schools, departments and offices within Edgewood College;
• Be flexible; plan, analyze issues and problem solve; and maintain composure under pressure;
• Be a self-starter and have the ability to accept and carry out responsibilities;
• Possess an attitude of assisting others and the ability to interact with internal and external constituents in a personable manner;

Specialized Technology Skills:

• Proficiency in use of Microsoft Office Suite applications and Office 365.
• Ability to use electronic office business equipment efficiently.
• Willingness to learn new software.