If you are a current Barnard College employee, please use the internal career site to apply for this position.
Executive Assistant, Finance and Operations
Reporting to the AVP for Risk and Chief of Staff, the Executive Assistant will primarily support the Senior Vice President for Strategic Finance and Operations as well as provide pooled support for the Vice President of Finance and CFO. This work consists of broad support involving communications, coordination, finance/budget, real estate, and project-based work. Duties also include Board-level support such as preparation of materials, coordination of discussions, and attendance/recording of meeting minutes. This position provides high-level confidential administrative support.
Duties & Responsibilities:
Prioritize the workflow of the SVP, Finance, and Operations Office to support the SVP efficiently and optimize the SVP's time.
As requested, maintain notes and records of key issues for Senior Staff meetings and other regular meetings and committees. Monitor and follow the progress of projects, action items, and strategies that emanate from these meetings.
Provide high-level executive support, the primary responsibility of which is overseeing the complex scheduling of the SVP's time and ensuring the SVP is fully prepared for all meetings and events (internal and external).
Coordinate Board committee meetings, inter- and intra-department meetings; manage correspondence/agenda, calendars, meeting notes and follow-ups.
May include responsibilities related to Barnard's Board of Trustees, the Cathedral Gardens board, or others.
Provide executive support and calendar management to the CFO from time to time.
Maintain an active list of open action items and deliverables.
Manage electronic calendars and telecommunications for staff; understand and react quickly to shifts in priorities, make appointments, set up meetings, send reminders, and communicate changes on a timely basis.
Maintain all office files, including confidential personnel matters, budget notebooks, capital projects, lease renewals, construction contracts, and the like.
Ensure that files are up-to-date and that older files are disposed of in an appropriate manner.
Act as customer service conduit for all employee, external, and internal stakeholders.
Assist with various committees and outreach to student and faculty departments.
Serve as a conduit for administrative, faculty, and students on office-related activities.
Respond to inquiries and requests for information as appropriate.
Update the website as required and coordinate content as needed.
Work with various stakeholders on updating required timelines and deliverables, including technology-based projects.
Coordinate travel arrangements.
Financial Support and Project-Based Work
Maintain and update budgets as requested for various departments; process and maintain purchase orders, payments, and invoices as required.
Assist with travel arrangements and reimbursements.
Coordinate special projects as assigned.
Update contracts as required and maintain a master schedule of contract expirations in coordination with the Office of General Counsel.
Coordinate lease renewals and capture business terms for property discussions, working alongside departments and with outside service providers.
Maintain ongoing project plans for short and long-term planning.
Assist other departments in payroll compilation and create reports on overall profit/loss, revenue, and expenses.
Skills, Qualifications & Requirements:
Knowledge, Skills, and Abilities:
Demonstrated ability to think and act strategically for the short- and long-term.
Ability to deal with sensitive and complex situations, problems, and highly confidential information and appropriately with various College and external constituencies.
Ability to anticipate the SVP's needs; demonstrate initiative combined with excellent judgment.
Superior organizational skills; ability to handle multiple assignments and changing priorities quickly and efficiently as circumstances dictate.
Demonstrated customer service orientation and the ability to interact effectively with diverse constituencies.
Ability to work independently and collaboratively as part of the SVP's Finance and Operations team.
Ability to organize priorities, and follow through on projects requiring meticulous attention to accuracy and detail.
Excellent business writing skills.
Ability to meet deadlines and work well under pressure.
Ability to communicate effectively both orally and in writing.
Extensive experience and proficiency with the Microsoft Office Suite of computer programs such as Word, Excel, Access, PowerPoint, and Google Docs.
Knowledge of web programs, payroll systems, and scheduling systems preferred.
Ability to maintain strict confidentiality.
Demonstrated ability to work and track budgets and incumbent workflow requirements.
General proficiency and ease with technology.
Four years of college and three to five years as support personnel for senior professionals, events, and/or building and/or venue planning equivalent experience. Experience in finance and operations, technology, construction, capital projects, facilities, and/or insurance, a plus.
Experience working in Higher Education
Primarily on-site. Occasional remote work is possible.
Salary Range: $80,000 - $85,000
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the College's good faith and reasonable estimate of the range of possible compensation at the time of posting.
Since its founding in 1889, Barnard has been a distinguished leader in higher education, offering a rigorous liberal arts foundation to young women whose curiosity, drive, and exuberance set them apart. Ours is a diverse intellectual community in a unique learning environment that provides the best of all worlds: small, intimate classes in a collaborative liberal arts setting dedicated to the advancement of women with the vast resources of Columbia University just steps away in the heart of vibrant and electric New York City.