Embry-Riddle Aeronautical University is currently recruiting for an Executive Assistant. The Executive Assistant will report to the Senior Vice President & CFO and will have direct responsibility for carrying out the administrative, management and technical duties in support of this busy office. This position carries substantial responsibility, involves the prioritizing of a high volume of demands placed on the CFO’s schedule, and requires a broad range of skills and the ability to exercise considerable judgement, initiative, discretion, and independence. The position requires significant independent judgement in identifying potential problems and developing solutions, maintaining confidentiality, and observing the policies and procedures established by the Institution.
Responsibilities include the following:
Maintains the Sr. VP & CFO’s calendar to ensure he is prepared for activities, meetings, and events; schedules conferences, travel and meetings, including coordination of room set up and preparation of agendas.
Supervises one employee that provides administrative support to most of the CFO’s direct reports and assists the Executive Assistant as needed.
Efficiently manages all correspondence via mail, email and phone to include drafting correspondence and transcribing meeting minutes when necessary.
Develops, implements, and improves effective office systems, including maintenance and organization of filing and archive systems (exercising a high use of electronic format), and design and maintenance of the office websites.
Assembles and/or coordinates the preparation of various reports, memoranda, correspondence, and various documentation and presentation material of a technical or confidential nature; transcribe or types minutes.
Review, researches, and summarizes a variety of fiscal, statistical, regulatory, and administrative information.
Drafts and edits a wide variety of finished documents from notes, brief instruction, or printed materials; initiates correspondence independently for signature by appropriate staff; reviews materials for completeness, accuracy, form, and compliance with policies and procedures.
Prepares materials for Board and Committee meetings; routinely exercises professional interaction with Board and Cabinet Members.
Monitors internal and external communications to best assess and prioritize requests and inquiries; flags the importance or urgency of situations and, when applicable, responds to routine items on the CFO’s behalf; facilitates communication and follow up in an expeditious manner.
Coordinates and works with the CFO’s direct reports and teams to insure timely submission of required items in the appropriate format.
Implements and maintains a system for tracking suspense’s (internal and external) and assists the CFO in meeting them,
Independently leads various projects and tasks on the CFO’s behalf.
Coordinates with a part-time insurance coordinator to insure timely processing of bonds, insurance claims, proof of coverage, and other items as needed.
Participates and assists in the preparation of office budgets; monitors expenditures and recommends budgetary adjustments; prepares and/or approves purchase requisitions, travel authorizations and vouchers, and requests for payments.
Handles highly confidential materials and information.
At least 10 years of increasing responsible experience related to an administrative, financial, or legal support position; or equivalent combination of education and experience
Experience working within Higher Education
Skills, knowledge and abilities:
Advanced computer knowledge working with MS Office products – Word, Excel, PowerPoint and other computer database programs
Adept in mathematical and financial principles
Demonstrated work experience in researching, planning, organization, coordinating, and completing special projects or presentations
Proven ability to learn the business and stakeholders in order to effectively manage and prioritize own work and the work of those to whom the position reports
Ability to research, read, and understand federal, state, and local laws, codes, and regulations
Experience activing as a liaison between Board Members, Senior Administration and various levels of staff and community representatives
Must have the ability to effectively juggle multiple tasks and competing priorities of multiple supervisors
Must possess strong attention to detail and organizational skills
Must possess a professional attitude, positive spirit, and high standards; unflappable in high pressure situations
Understanding of principles and procedures of record keeping
Strong grasp and understanding of principles of business writing and report preparation; spelling, grammar, and punctuation
Ability to use independent judgment and exercise personal initiative
Must be able to communicate clearly and concisely, both orally and in writing