VP ADMINISTRATIVE - ASSISTANT TO SENIOR VICE PRESIDENT/CFO

Columbia Association•Columbia, MD

2d•Onsite

About The Position

The Assistant to the Senior Vice President and CFO (“Assistant”) coordinates, oversees, and/or performs a wide variety of administrative activities and services, including confidential assignments for the Senior Vice President and CFO (“SVP”), Vice President of Administrative Services, HR and other members of the Finance Department. The Assistant works closely with the SVP in every area of responsibility, with the following major functions: Office management, including acting as a liaison with vendors, CA senior staff, and occasionally, Board members and community members. Assembles and organizes materials for Board meetings, Risk Management Committee meetings and Audit Committee meetings and all internal meetings. Receives logs and reviews general liability incidents and works with the SVP and Director of Finance/Treasurer on various risk management matters, especially for the general liability self-insurance program. Provides administrative support to the Director of Finance/Treasurer & Director of Human Resources, and Information Systems. Serves as secretary of the Capital Projects Recommendation Committee (“CPRC”) and handles all related record-keeping responsibilities for the CPRC.

Requirements

Experience in creating purchase requisitions and processing/coding invoices.
Exposure to Accounts Payable and Accounts Receivables.
Ability to maintain effectiveness in varying environments and with varying tasks, responsibilities, and individuals.
Ability to organize and work independently on multiple tasks and complete assignments within specified deadlines.
Ability to communicate effectively both verbally and in writing to staff members, Board members, residents and customers.
Knowledge of, and/or experience with, professional organizations and/or other nonprofit organizations.
Ability to demonstrate excellent interpersonal skills.
Ability to demonstrate excellent organizational skills and time management.
Excellent working skills using the Microsoft Office Suite, and databases.
Ability and desire to learn new software programs and processes.
Ability to take initiative, be a self-starter, and to work well under pressure.
Ability to maintain confidentiality.
Five years of experience working for executive management.
Bachelor's degree preferred.

Responsibilities

The Assistant to the Senior Vice President is responsible for the daily operation of the Senior Vice President’s Office which includes providing administrative support including handling correspondence, scheduling meetings and appointments, drafting routine correspondence, handling inquiries from within CA, from outside organizations and the public by responding as appropriate, and/or forwarding the messages to the appropriate individuals for handling; assisting in the maintenance of the SVP’s calendar; sorting mail and placing items in appropriate folders, overseeing the management of supplies and equipment; and reviewing and receiving invoices for payment.
The Assistant provides assistance to the SVP in preparation of materials for Board and Board committee work sessions and meetings. This includes collecting and assembling all documents for the agenda and backup; assembling all other materials to be posted on CA’s website; maintaining folders of meeting agendas, backup materials and approved minutes.
The Assistant shares responsibility with the Special Projects Manager for updating the Columbia Association website with the latest Board of Directors and related committee meeting agendas and meeting minutes. The Assistant also provides administrative support to the President’s Office when necessary.
The Assistant works closely with the SVP on risk management matters and is responsible for the preparation and materials for the Risk Management Committee meetings, maintaining folders of meeting agendas, backup materials and approved minutes. The Assistant also maintains a log of general liability incident reports and files a copy of the incident report with CA’s third party administrator.
The Assistant provides general liability incident materials, contact information, photos, etc. to the third-party administrator, and frequently makes an initial recommendation as to the reporting of such incidents. The Assistant may also interact with claimants and the trustee on claim status, settlement arrangements, etc.
The Assistant may oversee or participate in special projects at the direction of the Senior Vice President.
The Assistant assists in coordinating the schedule and production of CA’s Quarterly Board of Directors financial reports and budgets. The Assistant reviews and edits almost all of these documents before they are given to the SVP for further editing and review.
The Assistant reviews all capital purchase overruns for the President’s signature. The Assistant is a key member with all of the record-keeping responsibilities for the Capital Projects Recommendation Committee, and the accounting team that tracks and accounts for capital projects and fixed assets.
Prepares and updates the Board of Directors orientation materials that are posted on CA’s website.
Serves as the primary liaison with CA’s landlord and property manager for CA’s headquarters building and also evaluates and helps to resolve maintenance issues either with the property manager or CA’s Construction Division.
Creates purchase requisitions for Finance (including Procurement), HR and IT department as well as P-card expense management.