Reporting to the CFO & Vice President for Finance and the Executive Director of Human Resources, the Executive Assistant for Finance & Operations provides high level, confidential administrative support to both principals, assists in the development and execution of materials for the Board of Trustees and Senior Administration, coordinates training sponsored by Finance & Operations, and undertakes analytical efforts as requested by the CFO and/or the Executive Director of Human Resources.
Primary responsibilities include, but are not limited to:
Providing excellent and discrete executive-level administrative support for the CFO & Vice President for Finance and Executive Director of Human Resources
Manage electronic calendars for the CFO & Vice President for Finance and the Executive Director of Human Resources; understand and react quickly to shifts in priorities, make appointments, set up meetings/conference calls, send reminders, and communicate changes on a timely basis.
Answer telephones, direct calls, take messages, and respond to inquiries and requests for information as appropriate.
Anticipate the administrative needs of both the CFO and the Executive Director to enable both Principals to manage efficient operations. Coordinate travel arrangements.
Maintain all office files including confidential personnel matters, Trustee information and audit correspondence - hard copy and electronic. Ensure that files are up-to-date and that older files are disposed of in an appropriate manner.
Process mail and facsimiles for both departments. Respond to correspondences as necessary.
Assist with sending mass email communications for both Finance and Human Resources.
Maintain the office's presence on Barnard's website by updating for new procedures, forms and other notifications, as required.
Assist in the creation of financial and narrative presentations for Board of Trustees and Senior Administration and other high level meetings.
Provide support for Budget Preparation and Monitoring
Maintain and monitor the Finance & Human Resources budget units by preparing appropriate procurement documents (i.e,.purchase orders, and budget transfer requests), where necessary for approval.
Assist in the Finance team with the electronic billing and collections processes for non-student receivables
Assist the Human Resources team with the dependent tuition benefit process.
Undertake other duties as assigned
Assist in the coordination of College wide training sponsored by Finance & Human Resource
Other related duties, including special projects, as assigned by the CFO & Vice President for Finance and/or the Executive Director of Human Resources.
Skills, Qualifications & Requirements:
Knowledge, Skills & Abilities
Candidates for this position must:
Have excellent communication skills, both verbal and written
Possess a demonstrated ability to multi-task efficiently while ensuring strict adherence to deadlines;
Must be detail-oriented and flexible, able to easily move between existing and emerging tasks;
Have strong organizational skills and knowledge of basic office management techniques, i.e. workflow, filing systems, scheduling, etc.
Exhibit a high level of professionalism and be able to work collaboratively with faculty, students, and staff at all levels of the organization;
Exercise discretion and good judgment in a busy office environment; and
Have the ability to work both independently and collaboratively within a team environment.
Bachelor's degree plus three to five years as a confidential assistant supporting a senior executive preferably in a financial environment, or equivalent experience.
Extensive experience and proficiency with the Microsoft Office Suite including Word, Excel, Powerpoint, and Outlook. Knowledge of web programs and enterprise-wide financial software preferred.
Ability to organize work, set priorities, and follow through on projects requiring meticulous attention to accuracy and detail.
Ability to meet deadlines and work well under pressure.
Ability to maintain strict confidentiality.
Candidates are asked to provide a writing sample (no more than 3 pages) along with a cover letter and resume.
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.