Job Summary

The Executive Assistant to the Vice President for Business & Finance (Vice President)/Chief Business Officer (CBO) serves as a strategic partner, providing high-level administrative, operational, and analytical support to advance the effectiveness of the Vice President and the Division. This role includes a strong emphasis on developing executive presentations, financial reports, and data-driven materials that support decision-making and organizational priorities, while ensuring the efficient execution of day-to-day administrative and operational functions.

The position requires advanced organizational skills, exceptional attention to detail, and the ability to synthesize complex information into clear, concise, and visually compelling formats for senior leadership.

Operating with a high degree of discretion, independence, and professional judgment, the Executive Assistant manages sensitive information and serves as a trusted liaison among the Vice President, senior leadership, campus departments, and external stakeholders. This role is integral to the effective execution of the Division of Business and Finance's strategic, financial, and operational priorities.

Responsibilities

• Orchestrate and optimize the Vice President’s calendar, exercising critical judgment to prioritize competing demands, and align scheduling with strategic priorities.
• Develop, format, and deliver high-quality executive presentations, reports, and correspondence, including materials for senior leadership, Cabinet, and external stakeholders, with a strong emphasis on clarity, accuracy, and visual communication of complex information.
• Lead coordination of divisional and institutional meetings, retreats, and initiatives, including agenda development, preparation of materials, documentation of key decisions, and follow-up on action items.
• Track and update divisional initiatives, and proactively keep the Vice President informed of progress and outstanding items and following up to ensure timely completion of deliverables.
• Serve as a central liaison for the Division of Business & Finance, facilitating communication, resolving issues, and providing guidance to administrative staff and student assistants; Assist in preparation of materials for Board or committee meetings, as needed.
• Prepare and analyze data for reports, presentations, and budget-related activities, utilizing advanced Excel functions to organize, interpret, and present financial and operational information for executive reviews.
• Coordinate and manage executive communications by synthesizing information from multiple sources into concise briefings, summaries, and talking points.
• Oversee travel planning, expense management, and P-Card reconciliation, ensuring accuracy, compliance with institutional policies, and alignment with business objectives; Maintain and safeguard highly confidential information and records, ensuring accuracy, accessibility, and appropriate handling of sensitive financial and personnel data.
• Plan and execute divisional events, leadership meetings, and special initiatives, ensuring seamless logistics while aligning activities with strategic goals of the Business & Finance division and the institution.