Executive Assistant - Vice President for Finance & Administration

Southeast Missouri State University • Cape Girardeau, MO

2d • Onsite

About The Position

The Executive Assistant provides high-level administrative, operational, and project support to the Vice President for Finance and Administration. The position manages complex priorities, exercises independent judgment and discretion, coordinates communication and workflow across the division and University, and helps ensure that commitments, meetings, projects, and governance responsibilities are completed accurately and on time. The Executive Assistant serves as a professional liaison with senior leaders, employees, students, and external partners.

Requirements

• High school diploma or GED
• Three years of progressively responsible administrative support experience
• Demonstrated proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint
• Demonstrated ability to learn different and new technologies such as enterprise administrative systems and document management systems
• Demonstrated experience managing complex calendars, coordinating meetings and travel, preparing executive-level materials, and maintaining accurate records
• Demonstrated ability to communicate clearly and professionally in writing and verbally, with careful attention to grammar, tone, accuracy, and audience
• Demonstrated professionalism, diplomacy, sound judgment, and discretion when interacting with internal and external stakeholders at all organizational levels
• Demonstrated ability to work independently, anticipate needs, establish priorities, resolve routine issues, and recognize when matters require escalation
• Demonstrated organizational, planning, project coordination, and time-management skills, including the ability to manage competing priorities and frequent interruptions in a deadline-driven environment
• Demonstrated ability to handle sensitive and confidential information appropriately
• Demonstrated commitment to responsive service, collaboration, and respectful engagement with a broad range of constituents
• Previous work experience that indicates a high degree of accuracy, attention to detail, and follow-through

Nice To Haves

• associate or bachelor’s degree is a plus
• experience in higher education, government, or another complex organization, including support of an executive cabinet member or senior-level administrator, is a plus
• experience with enterprise administrative systems is a plus
• experience with budget monitoring, purchasing-card reconciliation, and event planning is a plus

Responsibilities

• Provides full administrative support to the Vice President for Finance & Administration, including managing electronic calendar events and daily schedule; scheduling meetings; making travel arrangements; managing correspondence and telephone calls; and composing correspondence, reports, and spreadsheets
• Manages Board of Governors deadlines for the VP and formats/edits motions and materials for Board of Governors
• Manages meeting schedules and arrangements for numerous committees/task forces chaired by the VP, including organization of meeting agendas and related materials, preparation of minutes, and maintenance of permanent meeting records, typically in Microsoft Teams
• Processes invoices and other payables, reconciles purchasing card transactions, monitors office budgets, and maintains accurate supporting documentation in accordance with university requirements
• Plans and coordinates administrative events, retreats, presentations, and other activities sponsored or supported by the Office of Finance and Administration
• Creates and maintains organized electronic and paper records in accordance with applicable retention, accessibility, and information-security requirements
• Safeguards confidential and sensitive information and exercises sound judgment regarding its access, use, and disclosure
• Serves as a primary point of contact for the office, responds to or appropriately refers inquiries, and represents the Vice President and University with professionalism, diplomacy, responsiveness, and discretion
• Coordinates the recruitment support, onboarding, training, scheduling, work assignments, and day-to-day direction of assigned student employees
• Maintains current knowledge of University policies, procedures, organizational responsibilities, and office operations necessary to answer questions, resolve routine matters, and refer complex issues appropriately
• Performs other duties as assigned to meet the operational needs of the office and division

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED