Executive Assistant to the Executive Vice President/Chief Financial Officer

$44,720 - $66,186/Yr

Coconino Community College - Flagstaff, AZ

Full-time - Entry Level

Flagstaff, AZ

Educational Services

About the position

The Executive Assistant to the Executive Vice President/Chief Financial Officer (CFO) plays a crucial role in providing comprehensive administrative support to the CFO and serves as the primary liaison between the office of the CFO and various stakeholders, including employees, community members, business partners, and students. This position demands exceptional organizational and customer service skills, as well as the ability to manage multiple tasks efficiently in a fast-paced environment. The Executive Assistant will be responsible for maintaining the CFO's calendar, scheduling meetings, and coordinating interdepartmental activities to ensure alignment with institutional goals. This is a full-time, 12-month position that is eligible for benefits, offering a competitive salary range based on education and experience. In this role, the Executive Assistant will utilize strong critical thinking skills to assist the CFO in various administrative tasks, including preparing and proofreading correspondence, managing budgets, and tracking expenditures. The position requires a high level of confidentiality and adherence to departmental guidelines and policies. The Executive Assistant will also be involved in organizing special events, making travel arrangements, and compiling data for reports. The ability to foster positive relationships and demonstrate cultural awareness is essential, as the Executive Assistant will interact with individuals from diverse backgrounds. The ideal candidate will have a solid understanding of office principles and practices, proficiency in Microsoft Office applications, and the ability to think critically and manage time effectively. This position offers an opportunity to contribute to the efficiency and effectiveness of the CFO's office while supporting the broader mission of Coconino Community College.

Responsibilities

• Provides administrative support to the Executive Vice President/CFO.
• Serves as a liaison between the Executive VP/CFO, internal departments, and external stakeholders.
• Coordinates interdepartmental activities and projects, ensuring alignment with the supervisor's directives and institutional goals.
• Maintains the Executive VP/CFO's calendar and contact list.
• Schedules meetings and locates rooms for conferences and meetings.
• Assists with special events and receptions, and makes travel and conference arrangements.
• Writes, prepares, proofreads, and completes forms, letters, meeting minutes, agendas, memos, reports, and other related correspondence.
• Gathers, compiles data, and produces reports; researches topics as requested and makes recommendations based on findings.
• Ensures that communications, documentation, and records are handled with a high level of confidentiality and in compliance with departmental guidelines and CCC policies and procedures.
• Manages the distribution and delivery of incoming and outgoing mail, documents, and supplies, ensuring timely and accurate delivery.
• May provide general administrative support to other areas within the Business unit.
• Assists in budget planning and preparation, tracks budget to actual comparisons, and maintains accurate balance of budget availability.
• Assists with procurement cards, including monitoring expenditures, uploading documentation, reconciling expenditures, and submitting expenditures for approval.
• Demonstrates strong teamwork and collaboration skills, effectively working with others to foster a positive work environment.
• Continually assesses business processes and identifies opportunities for improvements, makes recommendations to increase efficiency, and implements office automation initiatives.
• Assists with creating and maintaining division manuals.
• Tracks and manages inventory for office supplies for the office of the Executive VP/CFO.
• Utilizes a variety of office equipment and technology to support daily operations.
• Stays current with knowledge, skills, and abilities necessary for the Executive Assistant position.

Requirements

• Bachelor's Degree in Business, Public Administration, or related area, and 1 year of administrative level assistant experience; or Associate's degree and three years of directly-related experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Knowledge of standard office principles and practices.
• Knowledge and skill in Microsoft software programs, such as Word, Excel, Access, PowerPoint, and Publisher.
• Skill in providing customer service.
• Skill in effective oral, written, and interpersonal communication methods.
• Ability to learn and understand educational organizations and processes.
• Ability to track and understand accounting and budgeting principles.
• Skill in effective time management and organizational abilities to be successful in a fast-paced work environment.
• Ability to think critically and track important details.
• Ability to foster positive relationships with individuals from diverse backgrounds, demonstrating cultural awareness, empathy, and inclusivity in all interactions.

Nice-to-haves

• Six years of directly related experience.
• Experience providing administrative support to executive level positions.
• Experience in Higher Education, public sector, or accounting and finance department.

Benefits

• Anticipated Hiring Range: $21.50 - $26.66/hour depending on education and experience.
• Full Salary Range: $21.50 - $31.82/hour depending on education and experience.
• Cafeteria Plan: An extra $5,640 per year for benefit costs or additional take-home pay.
• Paid Holidays: 21 days including a full week off between Christmas and New Year's Day and over Spring Break.
• Vacation & Sick Leave: Approximately 17 paid vacation days & 9 paid sick leave days accrued annually.
• Health Insurance and Other Coverage.