ATSU - Executive Assistant - Financial Office

Description

A.T. Still University (ATSU) seeks applications for a non-exempt Executive Assistant to the Chief Financial Officer (CFO) on the Kirksville, MO campus. The Executive Assistant to the Chief Financial Officer (CFO) will provide high-level support to the CFO, including routine administrative support activities, project tracking, screening and routing requests, serving as a primary point of contact/liaison between the CFO and internal/external partners, supporting daily operations, and ensuring efficient coordination between various departments.

Requirements

Major Job Duties

• Manage the CFO’s calendar, schedule appointments, and coordinate meetings.
• Prioritize and coordinate internal and external commitments to ensure the CFO’s time is utilized effectively.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Handle confidential information with discretion and maintain records and files.
• Screen and direct phone calls, emails, and inquiries to appropriate parties.
• Serve as a primary point of contact between the CFO and internal/external partners; collaborate effectively with other executive/administrative assistants and team members to facilitate smooth communication and coordination.
• Perform other administrative duties as assigned by the CFO.
• Assist in preparing and managing expense reports, invoices, and financial documents.
• Assist CFO in managing significant projects and initiatives by tracking key projects and assignments, ensuring deadlines are met and objectives are achieved.
• Develop project/assignment timelines, monitor progress, and report updates to the CFO.
• Coordinate with internal/external partners to gather necessary information and resources for project/assignment completion.
• Facilitate communication and collaboration between departments to resolve issues and streamline processes.
• Monitor the lifecycle of contract processing ensuring timely completion of contract review and execution and compliance with University policies and procedures.
• Arrange travel, itineraries, and necessary travel documents for the CFO, including flights, accommodations, and ground transportation as well as travel agendas.
• Contribute to the continuous improvement of office processes and procedures.
• Prepare reports and presentations.
• Assist CFO and other departments in special projects, research, and data analysis as needed.

Education/Experience

• Bachelor's degree in Business Administration, Finance, or related field preferred.
• 3-4 years experience preferred.
• 3-4 years of experience with at least 2 years supporting C-level executives in a complex organizational environment.
• Proven track record in serving as a liaison between executive leadership and various departments, particularly within higher education, healthcare, or large non-profit organizations.

Skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time management skills, with a proven ability to prioritize and manage multiple tasks in a fast-paced environment.
• Strong analytical skills with the ability to generate reports, synthesize data, and provide actionable insights to executive leadership.
• High level of professionalism, discretion, and integrity in handling confidential and sensitive information.
• Excellent communication and interpersonal skills, with the ability to build and maintain relationships at all levels of the organization.
• Demonstrated ability to work independently and drive assignments to successful completion with minimal supervision.

Personal Characteristics/Traits

• Attention to Detail: The ability to notice and correct errors, ensuring accuracy and thoroughness in all tasks.
• Discretion and Confidentiality: A strong sense of integrity, capable of handling sensitive information with the utmost care and maintaining confidentiality.
• Proactive Problem-Solving: A forward-thinking approach, anticipating the needs of the CFO and proactively addressing potential issues.
• Adaptability: Flexibility to adjust to changing priorities and unexpected challenges, with the ability to stay calm and effective under pressure.
• Strong Communication Skills: Excellent verbal and written communication skills, able to convey information clearly and effectively to diverse audiences.
• Professionalism: A polished demeanor, consistently representing the executive and organization in a professional manner, both internally and externally.
• Resourcefulness: The ability to think creatively and find solutions to complex problems, often with limited guidance or resources.

Other Information

• Some overtime and occasional travel may be required.
• This position will be considered residential for the first 90 days with a telecommute schedule considered after the probationary period.

ATSU offers a comprehensive benefits package including medical, dental, and vision coverages, among more. If eligible, employee-elected benefits would begin the first of the month following hire date. For more information, please visit: atsu.edu/employment/benefits.

A.T. Still University (ATSU) does not discriminate on the basis of race, color, religion, ethnicity, national origin, sex (including pregnancy), sexual orientation, age, disability, or veteran status in admission or access to, or treatment or employment in its programs and activities.