"Executive Assistant to the VP for Finance and Administration and the Growing Green and Gold"

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply. Position will remain open until filled.

This position is not eligible for immigration sponsorship at this time. This position is partially grant-funded through a grant from the Lilly Endowment until September 2029.

DePauw University is seeking a detail-oriented and proactive Executive Assistant to provide comprehensive support in a dual capacity: 50% supporting the Vice President for Finance and Administration (VPFA) and 50% supporting the Project Director and Community Liaison for the Growing Green and Gold Together initiative, funded by the Lilly Endowment. This role is essential for ensuring effective operations across both finance/administration functions and the community-focused program, requiring exceptional organizational skills and the ability to manage diverse responsibilities with discretion and professionalism.

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

Administrative Support:

• Manage the VPFA's and Project Director’s calendars, prioritizing meetings and resolving scheduling conflicts
• Screen and prioritize phone calls, emails, and visitor requests for the VPFA and Project Director
• Prepare briefing materials, background information, and executive summaries for meetings and presentations
• Coordinate domestic and international travel arrangements, including detailed itineraries and expense management
• Prepare and edit high-level correspondence, reports, and presentations for the VPFA and Project Director
• Assist in the preparation and submission of grant-related documentation, reports, and communications

Operations Support:

• Assist in preparation of materials for Board of Trustees meetings and in committee meeting support, including taking minutes
• Process and track financial documents, invoices, and expense reports with high attention to detail
• Organize and maintain an electronic filing system for the division, including for contracts and other legal documents
• Maintain confidential files and ensure proper document retention protocols
• Maintain our university rental program, including lease agreements and coordination with our external property management team
• Provide administrative support for the division to ensure efficient workflows

Compliance and External Relations:

• Interface with external auditors, consultants, legal counsel, and financial service providers
• Help prepare materials for regulatory reporting and institutional assessments

Meeting and Event Support:

• Schedule and coordinate meetings, including preparing agendas, distributing materials, and recording minutes
• Assist in the planning and execution of community events, workshops, and other project-related activities
• Ensure follow-up actions from meetings and events are tracked and completed in a timely manner

Financial and Grant Management Support:

• Assist with budget tracking and financial reporting, including processing invoices, expense reports, and reimbursements
• Maintain accurate records of all financial transactions related to the grant, ensuring compliance with grant guidelines
• Support the Project Director in monitoring grant expenditures and preparing financial reports for the Lilly Endowment

Other duties as assigned.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accuracy - Ability to perform work accurately and thoroughly, particularly when handling sensitive financial information
• Active Listening - Ability to actively attend to, convey, and understand the comments and questions of others
• Analytical Skills - The ability to gather raw data and process that data into meaningful form for executive decision-making
• Communication, Oral - Ability to communicate effectively with others using the spoken word, including senior leadership and external stakeholders
• Communication, Written - Ability to communicate in writing clearly and concisely at all organizational levels
• Confidentiality - Ability to handle sensitive and confidential information with absolute discretion and integrity
• Customer Oriented - A desire to serve both external and internal clients by focusing effort on meeting clients' needs, understanding their concerns, and seeking to build trust
• Detail Oriented - Ability to pay attention to minute details of projects and tasks, essential for financial accuracy and compliance
• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type
• Interpersonal - Ability to develop and maintain relationships with others across all levels of the organization
• Multitasking - Ability to effectively manage multiple priorities and switch between different types of responsibilities
• Organized - Possessing the trait of being organized or following a systematic method of performing tasks
• Professional Judgment - Ability to exercise sound judgment and make appropriate decisions within scope of authority
• Self-Motivated - Ability to reach goals and perform tasks with minimal supervision or direction
• Time Management - Ability to utilize available time to organize and complete work within given deadlines while balancing dual reporting relationships

SKILLS & ABILITIES

Education: Associate’s degree required; Bachelor’s degree preferred. Relevant experience may substitute for formal education.

Experience: Minimum of 2 years of experience in an administrative or executive assistant role, preferably in a higher education, nonprofit, or local municipality setting.

Communication/Language: Intermediate: Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software tools.

Other Requirements:

• Strong organizational and time management skills, with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills, with attention to detail and accuracy.
• Ability to work independently and as part of a team in a fast-paced, dynamic environment.
• Experience with budget management and financial reporting is a plus.