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) at Coconino Community College plays a crucial role in providing comprehensive administrative support to the CFO. This position serves as the primary point of contact between the office of the Executive Vice President/CFO and various stakeholders, including employees, community members, business partners, and students. The role demands exceptional organizational and customer service skills, as well as the ability to manage multiple tasks efficiently in a fast-paced environment. This is a full-time, 12-month position that is eligible for benefits, emphasizing the importance of the role within the institution's administrative framework. In this capacity, the Executive Assistant will be responsible for maintaining the CFO's calendar, scheduling meetings, and coordinating interdepartmental activities and projects. The assistant will also handle travel arrangements, prepare correspondence, and manage documentation with a high level of confidentiality. The position requires a proactive approach to problem-solving and the ability to foster positive relationships with diverse individuals, ensuring effective communication and collaboration across the college. The Executive Assistant will also assist in budget planning and preparation, track budget expenditures, and support procurement processes. This role is integral to the smooth operation of the Business and Administration Services division, contributing to the overall efficiency and effectiveness of the office. The ideal candidate will possess a strong understanding of office principles and practices, along with proficiency in Microsoft Office applications, and will be committed to continuous improvement and professional development.

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 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 correspondence.
• Gathers, compiles data, and produces reports; researches topics as requested and makes recommendations based on findings.
• Ensures communications, documentation, and records are handled with confidentiality and compliance with policies.
• Manages the distribution and delivery of incoming and outgoing mail, documents, and supplies.
• Provides general administrative support to other areas within the Business unit as needed.
• Assists in budget planning and preparation, tracking budget to actual comparisons.
• Monitors procurement card expenditures and reconciles documentation.
• Demonstrates strong teamwork and collaboration skills.
• Assesses business processes and identifies opportunities for improvements.
• Assists with creating and maintaining division manuals.
• Tracks and manages inventory for office supplies.
• Utilizes office equipment and technology to support daily operations.
• Stays current with knowledge and skills 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.
• Knowledge of standard office principles and practices.
• Proficiency in Microsoft software programs, such as Word, Excel, Access, PowerPoint, and Publisher.
• Skill in providing customer service and effective communication methods.
• Ability to learn and understand educational organizations and processes.
• Ability to track and understand accounting and budgeting principles.
• Effective time management and organizational skills.

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

• Cafeteria Plan with 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.
• Approximately 17 paid vacation days & 9 paid sick leave days accrued annually.
• Health Insurance and other coverage options including dental and vision insurance.
• Arizona State Retirement System with 100% employer matching from the first day.
• CCC tuition reimbursement program.