Executive Assistant for Vice President for Finance and Administration
Location: Pella, Iowa
Higher Education Institution
The Executive Assistant provides administrative support to the Vice President for Finance and Administration assisting with highly confidential and sensitive financial, budgetary, personnel, and business operations information and interacting with an important and diverse group of external constituents as well as internal contacts at all levels of the institution.
Responsible for management of various Board of Trustees Committees (Central College Real Estate, Finance, Investment, and Audit/Risk Management).
Schedule meetings via the Doodle poll system, book meeting rooms, prepare agendas, prepare reports and presentations, distribute packets, and post-meeting material to the SharePoint Board portal.
Participate in committee meetings; take minutes, orchestrate conference and /or Zoom calls, and coordinate catering requests.
Track attendance, quorum, and agenda items requests in accordance with committee charter and in conjunction with Corporate Bylaws.
Record, file, and distribute minutes to appropriate board members for review.
Responsible for committee decision directives.
Follow-up to ensure that appropriate action has occurred and communicated action results.
Track action items.
Develop, implement, and administer departmental office record systems and procedures.
Develop and maintain spreadsheets with recurring daily, weekly, monthly and yearly activities for the Finance and Treasurer and Controller's offices to ensure timely filing of required documents and reports.
Maintain and manage a wide-range document record system on scholarships, annuities, trusts, wills, real estate, life insurance, abstracts, and audits.
Implement and maintain a system of historical records and college policies.
Responsible for managing and maintaining the College's property and casualty annual insurance renewal.
Correspond with insurance carrier's account executives, account managers, claims specialists, and claims professionals on any questions, issues, and claims that pertain to the College's property and vehicles.
Coordinate and track property and medical claims with all insurance carriers, rental companies, etc. relating to incidents involving College personnel or property.
Ensure that appropriate action has occurred and communicated action results by correspondence, claims, and parties involved in claims.
Complete administrative tasks including maintaining and handling invoices, certificate of insurance requests, insurance cards for vehicles, and waivers for trips and camps.
Coordinate documents regarding college drivers, vehicles, and buildings with the Facilities Management department.
Provide general clerical support to the Vice President
Calendar management for the Vice President for Finance and Administration.
Meeting coordination and appointments.
Maintain confidentiality and institutional protocol.
Greet and accommodate guests.
Purchase and maintain inventory of supplies for the office.
Maintain staff and faculty members' long-distance access code files.
Filing and other administrative tasks.
Attend and serve on the Employee Benefits Committee and the Retirement Plan Investment Committee as support position for the Vice President
Schedule meetings via the Doodle poll system, book meeting rooms, prepare agendas, distribute packets, and email meeting material.
Participate in committee meetings; take minutes, set up a conference call and/or Zoom calls, and coordinate catering requests.
Track attendance, quorum, and agenda items requests in accordance with committee charter.
Record, file, and distribute minutes to committee members.
Provide general clerical support to the Controller.
Processes Schedule B of the 990
Processes the 990T
Other administrative tasks as assigned.
Attention to detail with a high degree of accuracy with the ability to manage paper and electronic communication workflow.
Sort and distribute mail. Respond to regularly occurring requests for information and documentation.
Shift hours may vary including evenings, weekends, and college closure periods.
Bachelor's Degree or equivalent combination of experience and education.
Proficient in Microsoft Office professional.
Professional communication skills, organizational skills and time management skills.
Ability to work independently and under pressure with flexibility.
Thorough knowledge of office practices and procedures, working knowledge of budgeting principles.
Central is a private, four-year liberal arts college founded in 1853 and located in Pella, IA. Central is known for its academic rigor, its leadership formation and, most importantly, for its work creating genuine connections among students, faculty, coaches and alumni that help graduates realize their career aspirations for a lifetime. The college is steadfastly devoted to cultivating diversity of thought and culture through the depth and breadth of its academic programs and career preparation through experiential learning.
The Central academic community is dedicated to educating undergraduate students. Nearly 350 full-time faculty and staff members, serve approximately 1,120 undergraduates, who hail from Iowa and more than 35 other states and countries around the world. The power of the Central global network through alumni, parents, donors and corporate partners brings significant opportunities for the college and its students.
Central's home of Pella, Iowa, is a thriving community of more than 10,000. Pella impressively appears in Oprah's 2021 "60 Charming American Towns You Haven't Heard of But Should Visit ASAP." The community is famous for its annual Tulip Time Festiva...l, its Dutch pastries and its fully functional 1850s-style windmill. Pella is located just minutes from Red Rock Lake, Iowa's largest lake, and is the corporate headquarters of several international companies, including Vermeer Corporation, Pella Corporation, Precision Pulley & Idler and Lely North America. Niche.com named Pella one of the Best Places to Raise a Family in Iowa and one of the Best Places to Live in Iowa in 2021.
Central College is an Equal Opportunity Employer. Discrimination in employment is specifically prohibited except in cases of a bona fide occupational qualification. Additionally, the college prohibits discrimination against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, creed, national origin, religion, disability, sex (including pregnancy), age, sexual orientation, gender expression and identity, genetic information (for employees), or any other characteristic protected by law. Central College students have equal rights, privileges and responsibilities unless specifically restricted by college disciplinary action.