Job Description

Location: San Francisco, CA Category: Staff Positions Posted On: Thu Mar 9 2023 :

POSITION SUMMARY
The Executive Administrative Assistant (EAA) provides administrative support to the Chief Financial Officer (CFO) and plays a crucial role in supporting the efficiency and effectiveness of the finance and administration business office. They must be an effective, professional and diplomatic liaison from the CFO to a variety of audiences including University trustees, donors, leadership, faculty, staff, alumni, students, and other internal and external CIIS constituents. They will maintain an extremely high level of confidentiality and discretion while serving in this role. This employee must be able to multi-task and prioritize many competing deadlines and timelines. Attention to detail and accuracy are essential to success in this position. The individual in this position must demonstrate a commitment to the principles of inclusive excellence.

The CFO\'s office is seeking an EAA with outstanding communication and management support skills to provide executive and staff service, fiscal, clerical, legal, HR, and general office assistance, using good judgment, discretion, and independent initiative, as needed. The EAA supports the CFO, and also interacts with the Board of Trustees, President, Provost, Vice Provost, other Vice Presidents, and the University\'s leadership team, students, faculty, staff, as well as external professional service providers, such as legal counsel, financial and tax auditors, government agencies, financial service institutions, and other members of the public, and must present the absolute highest level of professionalism and integrity at all times.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides high-level administrative assistance to the executive, including responsibilities such as managing a complex calendar, composing correspondence, and developing presentations. Uses expert judgment in prioritizing meetings and commitments.
• Independently collects information, conducts research, and prepares materials for use in discussions/meetings of the executive, other staff, and outside individuals or for decision-making purposes.
• Review materials prepared by others for the CFO\'s review or signature, obtain CFO approval and signature, scan, record and file as appropriate.
• Coordinate with the CFO and take appropriate action on items resulting from meetings, communications, and other opportunities.
• Research and monitor pending issues for follow-up and develop agendas for future meetings.
• Monitor expenditures and keep accurate expense records for the CFO; reconcile and submit monthly expense reports to identify and resolve any discrepancies.
• Draft, edit, and disseminate communications on behalf of the CFO, addressing concerns received through the general CFO office email. Proof, draft, edit, and send emails to the community or specific groups within the University.
• Manage with discretion and tact telephone calls and emails, meeting requests, visitors and incoming/outgoing mail for the CFO. Determine their nature, handle personally, or refer to others as appropriate.
• Maintain Division-wide calendar and organizes and manages events and programs for the Office of the CFO.
• Serve as a team member in the Office of the CFO with coordination across the departments within and out of the Division where appropriate and/or necessary, especially other EAA or AA at the University.
• Assist Office of the CFO staff with administrative support on special projects and events in a timely and accurate manner. Provide office coverage for phones, visitors and other administrative duties. As requested, attend special events to greet guests and provide a warm welcome to visitors.
• May supervise work-study students and other temporary staff.
• Perform other duties as assigned.

PM22

Job Requirements:

MINIMUM QUALIFICATIONS

• Bachelor\'s Degree for an accredited institution in an appropriate area of specialization.
• Five years of professional full-time experience as an executive assistant or administrative assistant to a senior management level position.
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).

KNOWLEDGE, SKILLS, and ABILITIES

• Excellent interpersonal and organizational skills and the ability to prioritize.
• Outstanding customer service ethic with the entire range of constituents that interact with the CFO\'s office.
• Excellent verbal and written English communication skills.

Ability to:

• Perform and communicate in a highly professional and effective manner in a rapidly changing environment.
• Hold the upmost, highest degree of confidentiality, discretion, and decernment while providing transparency to CFO
• Exercise initiative, judgment, and problem-solving skills to complete work, take responsibility and make decisions based on solid analysis and interpretation.
• Relate in a multicultural environment that values the diversity of its student body and workforce and actively promotes equity and inclusion.
• Interact effectively and efficiently with a broad spectrum of internal and external constituents, and work effectively with University employees, faculty, students, and the general public in a collegial, cooperative, and respectful manner.
• Maintain effective working relationships within the Division and office as well as with other University divisions.
• Coordinate, delegate, and implement assignments to meet deadlines.
• Thrive in a high-functioning, fast paced organization.
• Demonstrated proficiency in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Office 365 (Teams, OneDrive, etc.), and Adobe
• Problem-solving skills are required in discerning when and how to re-route or solve issues that can be handled at a lower level first and knowing when issues need the immediate attention of the Vice President.

Additional Information:

ENVIRONMENTAL DEMANDS
Occasional work performed alone with ability to work remotely from time-to-time. Collaboration and constant work around and with other people.

PHYSICAL ABILITIES
This position requires attention to detail, good memory, ability to work under deadline pressure, sitting and standing for long periods of time, oral and written communication, keyboarding for significant portions of the workday, pushing, pulling, bending, stooping, reaching, patience, and tact to perform the essential functions.

LOCATION: On Campus 100%

WAGES AND BENEFITS:

Salary Range- $70k-$85k

NOTES TO CANDIDATE
? Working Conditions - Duties are primarily performed in an office environment at a desk or computer terminal, typically Monday through Friday.
? Background Check - Due to the sensitivity and requirements of this position, you should expect to undergo and be cleared of an employment background/criminal check, if extended an offer for employment. You may also be asked to provide proof of educational degree(s), licenses, or credentials pertinent to the position. If your job requires driving on behalf of CIIS you will be required to provide proof of a valid driver\'s license.
? Visa Sponsorship - Visa sponsorship is not available for this position. Applicants must currently be authorized to work in the United States for any employer.
? Relocation Assistance - This position is not eligible for relocation assistance.

EQUAL EMPLOYMENT OPPORTUNITY POLICY
CIIS strives to cultivate and preserve a culture of inclusion and belonging as part of its Seven Commitments. More than accept difference, we honor and celebrate our staff\'s diversity of experiences, perspectives, and identities. Together, our community creates and maintains working and learning environments that are inclusive, equitable, accessible, and welcoming.
CIIS is proud to be an equal opportunity employer. We are committed to providing an open, fair, inclusive, non-discriminatory environment for all individuals across differences of race, religion, sexual orientation, gender identity, national origin, socio- economic status, ethnicity, age, physical ability, or medical condition.

We seek to increase the presence, representation, and inclusion of U.S. historically under-represented people of color, international, bilingual, and bicultural students, faculty, and staff; and, to provide an environment that will attract and retain individuals identified as lesbian, gay, bisexual, transgender, queer, questioning and intersex (LGBTQQI+). CIIS is committed to compliance with all fair employment practices regarding citizenship and immigration status.

PI208554105

California Institute of Integral Studies