Executive Assistant to the CFO

About the role

The Executive Assistant provides high-level administrative, operational, and strategic support to the Vice Chancellor for Finance and Chief Financial Officer (CFO). This position serves as a trusted partner to the CFO, managing complex schedules, coordinating executive-level communications, supporting academic leadership priorities, and facilitating the efficient operation of the Office of Finance.

Responsibilities

• Serve as the primary administrative support for the CFO, managing a highly complex calendar involving internal and external stakeholders, academic leadership, and system-level engagements.
• Anticipate needs, prioritize competing demands, and proactively resolve scheduling conflicts.
• Assess and triage requests for the CFO’s time, ensuring alignment with priorities.
• Cook up logistics for meetings, events, and engagements, including room reservations, agendas, materials and follow-up.
• Prepare, proofread, and edit correspondence, reports, presentations, briefing materials, and policy documents.
• Manage confidential information with the highest level of discretion and professionalism.
• Coordinate daily operations of the Office of Finance to ensure efficiency, responsiveness, and alignment with institutional priorities.
• Build and maintain strong relationships with faculty, staff, students, leaders, system offices and community partners.
• Support procurement, supplies, facilities coordination, and general office administration.
• Ensure compliance with university policies, governance standards, and deadlines.
• Support financial leadership activities, including meetings of deans, assistant deans, faculty governance bodies, and campus financial advisory groups.
• Coordinate preparation and logistics for high-level meetings, retreats, and major events.

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant professional experience.
• Five (5) years experience providing executive-level administrative support, preferably in higher education or a complex organization.
• Advanced level of proficiency and experience with Microsoft Office and related productivity tools.

Skills and Abilities

• Demonstrated ability to manage complex schedules and multiple priorities with exceptional attention to detail.
• Ability to exercise sound judgment and strategic thinking in support of executive decision-making.
• Excellent written and verbal communication skills.
• Proven ability to handle sensitive and confidential information with discretion.
• Professional judgment and discretion.
• Organizational and time-management excellence.
• Proactive problem-solving.
• Strong interpersonal and relationship-building skills.
• Adaptability and resilience in a fast-paced environment.
• Commitment to diversity, equity, inclusion, and belonging in higher education.