Executive Assistant to Vice President Finance & Administration

Position: Executive Assistant to the Vice President for Finance & Administration

Executive Assistant to the Vice President for Finance & Administration

Posting Summary

Reporting directly to the Vice President for Finance & Administration (VPFA), this role provides high-level administrative leadership, coordination, and strategic support. The Executive Assistant partners closely with the VPFA and the Senior Assistant to ensure seamless operations across all units reporting to the VPFA.

This position operates at a university-wide scope and regularly engages with trustees, senior leaders, government officials, consultants, higher education organizations, and members of the business community. The work involves highly sensitive and confidential matters requiring exceptional judgment, professionalism, and discretion at all times.

The successful candidate will manage multiple high-priority initiatives simultaneously, regularly reprioritize based on evolving needs, and independently plan and implement work with precision and care.

Key Responsibilities Executive Calendar & Communications Management

• Strategically manage a complex executive calendar based on urgency, priority, and institutional impact
• Assess and advise on meeting invitations and potential scheduling conflicts
• Triage and manage all incoming communications (email, phone, in-person) with sound judgment

Division Initiatives & Organizational Support

• Partner with the Senior Assistant on DFA initiatives and organizational development efforts
• Provide logistical support for VPFA-sponsored leadership meetings
• Lead or support division-wide initiatives, including staff engagement efforts
• Maintain and continuously improve DFA website accessibility and content
• Support executive- and middle-management searches, including committee coordination and applicant prescreening when directed

Documentation & Workflow Management

• Coordinate review and signature processes for contracts, reports, and official communications
  
  Maintain historical records and ensure secure access to key institutional information
• Maintain Notary Public licensure and provide notary services for senior leaders

Board of Trustees & Senior Leadership Support

• Collaborate with the VPFA, Board of Trustees (BOT) Coordinator, and senior leadership on agenda development and materials
• Provide administrative support for board and committee meetings, including document preparation and minute-taking

Finance & Administrative Oversight

• Reconcile institutional membership fees and the VPFA's monthly purchasing card
• Perform general office and administrative functions
• Provide additional support as assigned

Minimum Qualifications (or equivalent combination of education and experience)

• Associate's degree with at least three to five years of administrative experience required, or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.
• Knowledge of office software applications, including electronic calendar scheduling.
• Effective verbal and written communication, organizational, and problem-solving skills.
• Integrity, clear judgment, discretion and sensitivity for confidential matters.
• Ability to adapt to the university's, and the Vice President for Finance & Administration's, shifting priorities.
• Demonstrated ability to work in a deadline-driven environment.
• Demonstrated effective professional and interpersonal skills in fast-paced and dynamic environment.
• Obtain/maintain Notary Public licensure (expense covered by VPFA)

Desirable Qualifications

• Knowledge of Microsoft Office Suite.
• Experience working in an executive-level environment.
• Knowledge of University community/contacts for researching and problem solving.
• Experience in a highly confidential environment
• Project management experience desired

Anticipated Pay Range

$28/hour to $35/hour

Other Information Special Conditions

A probationary period may be required, This position is eligible for a hybrid schedule with an option to split time between campus and elsewhere, in accordance with the university telecommuting policy, Background Check required for this position

FLSA

Non-Exempt

Union Position

No

Job Location

Burlington, Vermont, United States

Job Close Date (Jobs close at 11:59 PM EST.) Open Until Filled

No

Department

VP Finance & Administration/11000

Standard Hours at 1.0 FTE

37.5

Term (months per year)

12

For full job description and

#J-18808-Ljbffr