Executive Assistant, Financial Services

Wichita Public School•Wichita, KS

About The Position

The Executive Assistant provides administrative and operational support to the Chief Financial Officer and the Financial Services team. The role manages the CFO’s calendar and communications, organizes meetings and materials, maintains confidential financial records, prepares and edits reports and presentations, and supports project tracking and deadlines. The position also coordinates cross-departmental efforts and board meeting logistics, facilitates communication with school administrators, and assists with financial communications, public speaking engagements, special projects, and data analysis as directed by the CFO. The position performs a wide variety of clerical and administrative duties, including answering phones, using computer applications, typing, filing, copying, distributing mail, proofreading, editing, compiling reports, maintaining an appointment calendar, composing correspondence, scheduling meetings, organizing meeting materials, and serving as a recordkeeper. It reports directly to the Chief Financial Officer and works with district personnel, customers, and vendors. Occasional travel between schools and central offices and occasional overtime may be required. Employees are expected to work scheduled hours unless approved leave is granted, follow equipment-use guidelines, and maintain professional standards of dress, confidentiality, and customer service.

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.
Knowledge of schools, procedures, needs, and issues.
Strong organization and attention to detail.
Ability to perform varied tasks, adapt to short-notice assignment changes, meet deadlines, and work calmly and efficiently.
Ability to meet professional standards of dress and appearance.
Ability to understand and respond appropriately to customer needs and interact with diverse populations with tact and diplomacy.
Ability to work scheduled hours unless approved leave is granted.
Occasional travel between schools and central offices may be required.
Occasional overtime and attendance at required departmental meetings may be required.

Nice To Haves

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

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.
Handle communications on behalf of the CFO, including drafting emails, memos, and other correspondence.
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 for ongoing initiatives.
Assist with cross-departmental meetings and collaborative efforts for major projects, including 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 key 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 clerical and administrative duties such as answering phones, typing, filing, copying, distributing mail, composing and responding to correspondence, scheduling meetings, and serving as recordkeeper.
Comply with district equipment-use guidelines and maintain professional dress and appearance.
Perform additional duties as assigned by the supervisor.
Attend required departmental meetings and work occasional overtime.
Provide friendly, professional, responsive customer service to internal and external customers, handling interactions with tact and diplomacy.