Executive Assistant, Financial Services

Wichita Public Schools•Wichita, KS

10h

About The Position

The Executive Assistant supports the Chief Financial Officer and finance department with administrative, communication, scheduling, records, and project-coordination responsibilities. The position directly reports to the Chief Financial Officer and handles some confidential duties. It serves district personnel, customers, vendors, school principals, and administrators, providing responsive, professional service and communicating with tact and diplomacy. Responsibilities include managing the CFO’s calendar and communications; preparing meeting and board materials; maintaining and archiving confidential financial records; supporting financial projects, workflows, and deadlines; coordinating cross-departmental and board meeting logistics; and assisting with reports, presentations, public communications, special projects, and data analysis. Occasional travel between schools and central offices and occasional overtime may be required. The position is non-exempt.

Requirements

High school degree or GED required.
Previous clerical experience required.
Ability to communicate effectively verbally and in writing.
Excellent interpersonal and telephone skills; ability to listen well.
Ability to maintain confidentiality and demonstrate professionalism.
Ability to produce computer-generated reports and correspondence.
Attention to organization and detail.
Ability to perform varied tasks, adapt to short-notice assignment changes, meet deadlines, and work calmly and efficiently.
Ability to conform to professional dress and appearance standards.
Ability to understand and respond appropriately to customer needs and interact with internal and external customers in a friendly, professional manner.
Knowledge of schools, their procedures, needs, and issues.
Knowledge of the organization's mission, purpose, goals, and employees' roles in achieving them.

Nice To Haves

Bachelor's degree in Finance, Accounting, Business Administration, or a relevant area.

Responsibilities

Manage the CFO's calendar, schedule appointments, and coordinate meetings with internal and external stakeholders.
Organize and prepare meeting materials, including agendas, reports, and presentations.
Draft emails, memos, and other correspondence on behalf of the CFO.
Screen and prioritize incoming calls and emails, responding or redirecting as appropriate.
Maintain and organize confidential files and documents related to budgeting, financial planning, and department records.
Prepare, edit, and proofread reports, presentations, and other documentation required by the CFO.
Archive documents in compliance with district policies and record-retention requirements.
Support the CFO and finance team with project tracking and deadline management.
Help organize cross-departmental meetings and collaborative efforts for projects such as the annual budget, bond initiatives, building needs assessments, and financial audits.
Facilitate communication with school principals and administrators regarding budgeting and financial reporting needs.
Support workflows related to position control, financial system updates, and policy changes.
Prepare and manage board materials related to financial reporting, budgeting, and other initiatives.
Coordinate board meeting logistics, including assembling financial documentation and other required materials.
Work with the public relations team to review and approve district financial communications.
Assist the CFO with presentations and materials for public speaking engagements and district events.
Provide support for ad hoc requests, special projects, and data analysis as directed by the CFO.
Perform general administrative duties, including answering phones, typing, filing, copying, distributing mail, proofreading, editing, compiling and preparing reports, and assisting the department as needed.
Attend required departmental meetings and perform additional duties as assigned.