Executive Assistant to Vice President of Finance & Administration

Pacific University • Forest Grove, OR

5d • Hybrid

About The Position

The Executive Assistant to the Vice President of Finance and Administration provides high-level administrative support to the Office of the Vice President of Finance and Administration and leaders of other university initiatives when assigned. Reporting directly to the Vice President of Finance and Administration, the Executive Assistant undertakes a broad and complex set of assignments related to the duties of the vice president and offers comprehensive assistance in all matters pertaining to the office. This role serves a wide variety of university stakeholders, upholds an overall standard of excellence within the vice president's office, and facilitates seamless communication between the vice president and both internal and external constituencies.

Requirements

• Bachelor's degree preferred.
• Five years or more of progressively responsible administrative support for executives or senior leadership preferred.
• Experience in a higher education setting preferred.
• Knowledge of bookkeeping/accounting principles preferred.
• Outstanding organizational skills and a proven ability to meet deadlines and follow through with projects.
• Exceptional attention to detail.
• The ability to effectively manage multiple high-priority projects and competing priorities.
• Excellent interpersonal and relationship-building skills.
• Effective verbal and written communication skills.
• Superior problem-solving abilities and independent judgment.
• Sensitivity, discretion, and flexibility in handling confidential or privileged information.
• Familiarity with compliance-related laws and regulations.
• Advanced writing and documentation experience, with demonstrated success in strategic messaging, legal documentation, and policy development.
• Experience managing budgets effectively.
• The ability to work both independently and collaboratively as part of a team.
• Strong leadership and decision-making skills.
• A high degree of integrity, professionalism, and commitment to confidentiality.
• Proficiency in a variety of software applications, including Colleague, MS Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite (Docs, Sheets, Slides, Calendar, Gmail), Zoom, Raiser's Edge, and web editing software.
• The ability to learn new applications is essential.
• Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

Responsibilities

• Act as the primary point of contact between the vice president and others, expertly managing the vice president's complex calendar, including scheduling appointments, events, and proactively gathering necessary documents for meetings.
• Efficiently prioritize, draft, and manage office correspondence; professionally greet guests to the office; and interact with a diverse range of constituents with diplomacy and tact.
• Oversee the smooth operation of the office, including ordering office supplies, compiling various reports, maintaining organized records and documentation, managing projects, and coordinating special events.
• Diligently track, anticipate, and prepare for upcoming deadlines, events, and agenda items requiring action by the vice president. Identify and recommend improvements to administrative procedures and implement changes as appropriate.
• Serve as the budget authority for the vice president's office, responsible for managing the departmental budget, specific areas of the general administration budget, and the Director of Legal Affairs budget. This includes analyzing, forecasting, managing expenditures and accounts payable, compiling financial data, and generating regular budget reports.
• Provide administrative support to the Finance and Administration Leadership Team, including scheduling meetings, preparing agendas and materials, and tracking action items.
• Provide comprehensive administrative support for four Board Committees (Audit, Campus Property, Finance and Investment) and any subcommittees formed. Responsibilities include coordinating meetings, preparing agendas, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with board and foundation members, staff, and vendors.
• Provide administrative support for two University committees (Finance and Retirement). Responsibilities include coordinating meetings, preparing agendas, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with members and staff.
• Provide administrative management support to the Oak Tree Foundation, including coordinating meetings, preparing agendas and materials, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with foundation members.
• Serve as the primary liaison with the university’s insurance provider, processing certificates of insurance, providing property and lease information, and coordinating and participating in the annual insurance review.
• Serve as an active member of the University Honors and Awards Ceremony Planning Committee, with responsibilities including purchasing awards, and managing budget and data.
• Collaborate effectively as a member of the Vice-Presidential Executive Assistants Team, providing support for Board meetings and materials, as well as other joint projects.
• Perform other related duties as assigned by the vice president, the Board of Trustees, or the Chair of the Strategic Planning Steering Committee, such as: Serving on various university committees. Completing numerous requests for information from both internal and external sources. Performing other duties and facilitating projects as assigned.

Benefits

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive