Executive Assistant II

Agency

Department

The Executive Assistant II provides high-level confidential execution focused administrative support to the Senior Vice President for Business Affairs & Chief Financial Officer (SVP & CFO) whose portfolio spans finance capital planning facilities information technology business operations risk management and organizational effectiveness. This role coordinates and facilitates the efficient execution of the Senior Vice Presidents daily priorities through effective management of schedules correspondence action items and administrative processes while exercising independent judgment and maintaining confidentiality in matters of significance.

The Executive Assistant supports key business and financial initiatives assists with project coordination budget monitoring and strategic planning activities and ensures alignment with the universitys operational and financial goals. Maintains high level interactions with the campus community and assists with highly confidential and critical administrative matters.

The salary isdeterminedin accordance withthe Universitys compensation structure and will becommensuratewith the candidates education and experience within the assigned salary range for this position.

Responsibilities:

• Manage a complex high-volume and frequently shifting executive calendar; proactively resolve conflicts and prioritize according to the SVP& CFOs stated priorities coordinating with internal and external parties at a senior level.
• Arrange and coordinate commitments including committee and council meetings board meetings and staff leadership and budget meetings.
• Prepare the SVP & CFO for meetings by assembling agendas briefing notes readahead packages task lists presentations and relevant background in advance; record and distribute minutes and action-item summaries.
• Track commitments and action items delegated by the SVP & CFO; monitor progress flag slippage early and ensure timely high-quality completion without requiring follow-up prompting.
• Draft review proofread and format correspondence memos and reports in the SVP & CFOs voice and to executive standard ensuring accuracy and professionalism.
• Serve as a filter and first point of contact for the SVP & CFOs inbox and phone line triaging by urgency and routing appropriately.
• Maintain a master tracking system for the SVPs active projects initiatives and deliverables across all portfolio areas (finance capital planning facilities technology operations risk); break projects into task lists deadlines and dependencies.
• Execute discrete tasks delegated by the SVP & CFO for research purposes document preparation data compilation and logistics to completion applying evaluative judgment to identify and use appropriate information.
• Coordinate document routing approvals and signatures across departments on the SVPs behalf limited to what is needed to move the SVPs own work forward.
• Coordinate travel arrangements and process travel reimbursements and expense reports.
• Plan and coordinate logistics for meetings events and special functions the SVP hosts or attends (room booking materials technology setup) providing on-site support when required.
• Manage recurring administrative cycles relevant to the SVPs responsibilities (budget deadlines reporting calendars compliance dates).
• Compile and maintain confidential records documents and reports; keep organized digital and physical files for active and closed projects.
• Prioritize work and resolve routine conflicts and issues; implement administrative guidelines and procedures for the unit.
• Exercise discretion and independent judgment within the scope of delegated responsibilities maintaining strict confidentiality of all financial personnel and risk-related information encountered in the course of duties.
• Serve as Office Manager of the Division Business Affairs Suite.
• Identify and support items through the procurement process for the Division of Business Affairs; track and manage vendor payments and agreements in accordance with university procurement and financial guidelines.
• Maintain the Business Affairs Suites Conference Room and ensure technology remains in working order and the room is scheduled and supports a variety of meetings.
• Oversee suite-level budget management fiscal records and administrative duties in support of the Division of Business Affairs objectives.
• Support the office through stocking inventory and recordkeeping of office supplies executive gifts and recruitment tools.
• Liaise with IT and other related offices for technical needs involving copiers or office equipment.
• Support division communications continuing to keep all employees informed of key initiatives.
• Performs other duties as assigned

Required Education & Experience:

• Bachelors degree in applicable field or equivalent combination of education and experience.
• Four years of related experience as an executive assistant supporting a senior executive ideally in higher education government or a multi-portfolio corporate environment.

Required Knowledge Skills & Abilities:

• Knowledge of word processing spreadsheet and presentation applications.
• Ability to multitask and work cooperatively with others.
• Interpersonal and communication skills.
• Planning and organizational skills.

Preferred Qualifications:

• Bachelors degree in business administration public administration or a related field.
• Five or more year of experience supporting a senior or executive level administrators in a university public-sector or large-organization business affairs / finance function.
• C-Suite support and engagement experience.
• Familiarity with capital projects facilities operations or risk management terminology.
• Demonstrate discretion in handling confidential financial personnel or risk-related information.

• Strong project-tracking skills across multiple concurrent workstreams and long-term horizons.

• Excellent written communication; able to draft polished correspondence with minimal editing.

• Proficiency with standard productivity and scheduling tools and comfort working within AI-augmented workflows (the SVP actively uses AI tools as part of daily operations).
• Exceptional customer-service skills with troubleshooting ability.
• Ability to effectively communicate and interpret reporting requirements across various applications.

• Ability to address complex sensitive issues in a confidential manner and with a high level of responsibility.

• Ability to handle sensitive and highly confidential information and high-profile visitors with discretion reporting accurately to appropriate individuals.

Special Requirements:

• Applicants with equivalent experience in lieu of a Bachelors degree may be considered. One year of the related experience is the equivalent of one college year. Applicants being considered for the equivalency must have four years of related experience to meet the equivalency in lieu of a Bachelors degree plus the minimum required years of experience. Applicants being considered for the equivalency must have a total of eight years of experience.

All positions are security-sensitive. Applicants are subject to a criminal history investigation and employment is contingent upon the institutions verification of credentials and/or other information required by the institutions procedures including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.